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CARIS User Manual PSDHH - Province of British Columbia

1. Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Add Medication Waiting Lists Y Internal Referrals Incoming Medication Class Nonprescription Medication Name s Outgoing Prescribing Physician E gt Case Transfers gt Eligibility Lists Dosage Info Input aspirin i c Frequency Info Code Selector gt Reports Acetasalacylic Acid aspirin aa Start Date gt Facility Hotes Aggrenox aspirin Dipyridamole M v Case Notes Aspirin Dipyridamole aggrenox Aspirin acetasalacylic Acid Administration Instruction General Alerts Attach File Client Based Consuttation ton Y cance Client Correspondence Log Progress Notes Health Visit Referral Observation Session Notes Legal Code vy Case Forms Medications Tools and Utilities When you type in a generic term the code selector will provide you with the more specific options Select the one that is applicable Click Select The selected medication will appear in the Medication Name field When all the required information is entered Click Add Medication The medication will display in the medication summary window GB CARIS Build 0 56 Login Name Ann CYMH Login Time 8 23 2005 11 28 54 AM Clients v Search Adv Search
2. 2 Tylenol Chewable Oves Ono ltendsto spit them out 3 Tylenol Liquid vyes Ono 4 Tylenol Regular ves Ono B Cough and Colds C Indigestion Constipation Diarrhea D First Aid and Others E Other OTC Medication Signed off by physician Oves No ls the original document placement on client s central file Oves Ono Save I cance The Checklist must be COMPLETELY filled in before it can be saved In other words all the listed items must be checked as Yes or No A prompt will appear if you have missed any before you can Save it Complete the Checklist Click Save 88 CARIS Login Name Ann YFY Login Time 9 22 2005 3 45 08 PM Signs Search Adv Search Help Jason Marceau Cases Details Relationships Address Book Close Program B 35749 Referral Summary Participants Case Plan Activities Close Y YFV CARIS OTC Checklist Summary Waiting Lists Eligibility Lists Date Signed Off by Physician Placed in Client s Central File Internal Referrals 2005 09 22 No No gt Case Transfers Reports Page s 1 Organization Hotes Client Forms Add gt Case Hotes _ Alerts Y Case Forms Lab Tests Y Medication Management Medications OTC Checklist The checklist will be displayed on the OTC Checklist Summary window 99 4 Agency Specific Functions Most of the functions described in this Manual are common to all the age
3. 38 The Add Case Affiliate window will display GB CARIS nad as Contacts v Search Adv Search Help Login Time 3 24 2006 11 00 03 AM Contacts Mi Adv Search f Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Add Case Affiliate Waiting Lists Beds gt Eligibility Lists Start Date 3 24 2006 End Date Ea gt Reporte Client Name Case ld 9414 Organization Hotes Member Name Haugen Jason Lee Role v gt Case Hotes Alternate Care Giver Emergency Contact gt Alerts fate J Cance Primary Care Giver Secondary Care Giver Select the appropriate Start and End dates Select a role from the drop down list Click Add Affiliate 89 CARIS Build 0 56 Login Name Ann CYMH Login Time 8 22 2005 2 06 14 PM th Search Adv Search Help f Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Participants List Waiting Lists Internal Referrals gt Case Transfers gt Eligibility Lists lame Case Access Start Date End Date gt ada One Ann_3 Case Manager 2005 08 04 Huber Anna Maria Case Worker 2005 08 08 2005 08 30 Remove Facility Hotes gt Case Notes Page s 1 Case Forms Tools and Utilities
4. Internal Referrals Case Transfers Eligibility Lists Advanced Search Create Contact Click View The Contact Details window will display EB CARIS Build 0 54 Login Name Ann CYMH Login Time 8 8 2005 11 26 38 AM sr Contacts v Search Adu Search Help Main Activities My Cases y CARIS ff Contact Details Scrooge Ebenezer Waiting Lists Y Beds Aciniistraion Management Family Hame Scrooge Given Hame Ebenezer Reservations Preferred Name Eb Aliases pe Occupancy Date of Birth 25 Dec 25 Gender Male Internal Referrals gt Case Transfers Date of Death Address Book gt Eligibility Lists Relationships Reports Facility Notes Tools and Utilities Relationships Address Book Edit Contact NOTE You will notice that there are no Extended Demographics shown when Scrooge is accessed as a Contact This is a privacy function If you had accessed Scrooge as a Client the Extended Demographics would be viewable and therefore changeable At that point Scrooge as a Contact becomes Scrooge as a Client and a Case may be created for him If you don t create a Case he stays in the database as a Contact You can access anyone in the database as 26 either a Client or a Contact It depends on what you want to do with the person afterwards that determines how you will access them CONTACTS CLIEN
5. E Affiliates Hame Role Start Date End Date Reginald David General 2005 08 22 Dean Steve General 2005 08 22 Theresa Elizabeth General 2005 08 22 2005 10 07 Haugen Jason Lee Legal Guardian 2006 03 24 The new affiliate will display in the Affiliates list 2 15 REMOVING AN AFFILIATE OR A MEMBER To remove an affiliate or a member from the Case list With the Client Case in context Click on Participants Click on Remove beside the person s name A prompt will display asking if you really want to remove that person 39 Remove TA SAMA ld 0 56 Login Name Ann CYMH_ Login Time 8 22 2005 2 06 14 PM th Search Adv Search Help f Michael Farrington Cymh Outreach 1289 Pre Admit ases Details Relationships Address Book Close Summary Participants Case Plan Activities Close CARIS Participants List Waiting Lists Internal Referrals gt Case Transfers Eligibility Lists Hame Case Access Start Date End Date SEE One Ann_3 Case Manager 2005 08 04 Huber Anna Maria Case Worker 2005 08 08 2005 08 30 Remove Facility Hotes A Ca olas Microsoft Internet Explorer Page s 1 Case Forms a 9 O Affiliates oF 4re you sure you want remove this participant From the case Hame Reginald David Dean Steve Theresa Elizabeth General 2005 08 22 2005 10 07 gt Tools and Utilities Page s 1 Click OK The person will be removed from the list 2 16 CREATI
6. Room 1 Room 2 PSDH Unit A PSDH Unit B PSDH Unit C Bed Administration Status Filter Unit Filter Victory Hill Residential Program Active Deaf Access Office Community Active Development Administration Youth Transition Administration Active Consultative Services Active Consultative Services Deat Access Office Active Community Development Administration Active Victory Hill Residential Program Active Youth Transition Administration Victory Hill Residential Program Active Deaf Access Office Active Active Active Consultative Services Deaf Access Office Community Development Administration Administration 4 2 3 ADDING A BED TOA ROOM To add a bed or beds to a room The Create Bed window will display GB CARIS Build 0 56 Login Name training1 PSDHH Login Time 8 25 2005 11 06 24 AM Al te A chants Search Adv Search Help Main Activities My Cases Add Unit Page s 12 Click on Add Bed opposite the room you wish to place it in Main Activities My Cases Create Bed Y CARIS Waiting Lists gt Beds gt Eligibility Lists gt Reports Facility Hotes The bed will now be added to the room 111 Name Type Gender Admin Status Bed A Regular a Female y Active Name the Bed Select the type from the drop down list Select the gender of the occupant that the bed is desig
7. AI Ir 1 J i i Welcome Screen CARIS Authorization and Authentication Process J For a User to gain access to CARIS Either Type in the URL for the CARIS website in the User s web browser http caris mcf gov bc ca or Click on the Icon on the User s desktop Emp A User ID Password request will display Connect to app01 lopiclynx com app i logiclen com User name lociclendcymh_ann e Remember my password When you type in your IDIR or BCelD number and your password the CARIS server contacts the MCFD Authentication Services Security Registry which checks and validates your ID and Password If both are correct the Registry confirms that you have access privileges CARIS then matches your ID with your preauthorized role s and displays the Role Selection page You can expand any of the roles to display more information and to select your option in dathorination irrcaalt Inberret Daqpleees Ble Ek ye fyri Too be Hik 900 Os rento es Gyr ob adres httpe partes met go de cafes CARS Math sare STEVE DEAN Pais pedi alopatio araj a aghe to gem bo CARES mirta Tri been Proeincial So peoe Prirancial berrion for Deal anal Hard of Bearing File Edit View Favorites Tools Help STEVE DEAN Please select a location and a role to log in to CARIS interface Youth Forensics Provincial Services Provincial Services for Deaf and Hard of Hearing Manager General
8. POI Engagement Nas PG Period 26 of Close Cases Number of Close Cases Comments A list of files will be shown like this Beds Eligibility Lists PQI Session Reports gt Case Transfers PQI File Selection gt Organization Notes Case ID adal Dasta CARIS ID Client Name Court Ordered Assessment 1013964 Bunny Easter 389696 Active Court Ordered Assessment 1013987 Cloud Grey 4 1 2 PQI Reviewer PQI Session Information PQI Session Name PQI Period Comments Cancel 101 Next go to PQI Review Member Selection and click Add for adding reviewers Then to PQI Session Information and type in PQI Session Name box i e 1 quarter Next PQI Period and type i e September 2009 Type comments as needed up to 6000 characters Click Save Eligibility List j gt Eligibility Lists PQI Session gt Reports gt Case Transfers i PaiFile selection S SOS Organization Notes i Aaa Derete Case Case Phase Case Type CARIS ID Client Name 388575 Active Court Ordered Assessment 1013964 Bunny Easter 389696 Active Court Ordered Assessment 1013987 Cloud Grey PQI Reviewer PAI Session Name Jan March 2009 PQI Period 1st Quarter 2009 Comments This PQI s PQI Facilitator will click View Audit Information to confirm a list of reviewe
9. Case Forms 113 4 2 5 RESERVING A BED To reserve a bed for a client you must have both the client and the case in context Beds are sometimes assigned to specific programs so the client may not be eligible for a bed in a unit even if one is available In that case you may have to open a new case for the client in a program for which beds are available or edit the Unit via the Administration function Section 4 2 To make a bed reservation With the client and case in context Open Reservations under the Bed heading in the navigation tree The reservation page will display f Michael Farrington Community Development Administration 8986 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Bed Reservations Waiting Lists Y Beds Administration Unit Filter Y Time Fitter 252005 Ea Management Reservations Bed Name Client Start Date Time EndDate Time Duration Occupancy gt Eligibility Lists gt Reports Page s 1 gt Facility Hotes gt Alerts gt Case Forms Click on Search Bed Availability f Michael Farrington Community Development Administration 8986 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Search Bed Availability Waiting Lists Y Beds Administration Start Date 8 25 2005 Fale Management Minimum Duration 11 Reserva
10. Enter the changes you wi Click on Save Relationship o make change the dates or add a note You will see that the only things you can change are the end date and the notes Once a relationship has been saved it cannot be changed as far as the type or the relationship is concerned If you wish to change either of these items Click on Edit Enter today s date as the End Date Add a note about why you are doing this Save Relationship You will not be able to add a new relationship using the same name until tomorrow when the previous one will have been ended 2 14 CREATING AN AFFILIATE An affiliate is a person who has a direct or indirect interest in a particular case A Relation is related to the person an Affiliate is related to the case An Affiliate is typically a relative a physician a case worker from another agency or a police officer for example To add an affiliate to a client s case file the client and case must be in context GB CARIS Build 0 55 Login Name Ann CYMH Login Time 8 22 2006 1 54 00 PM Search Adv Search Help f Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Case Summary Waiting Lists Internal Referrals gt Case Transfers Case Type Cymh Outregth Referral Date Aug 04 2005 AS Case Status Pre Acdry Accept Reject Date Aug 04 2005 Eligi
11. GB CARIS Build 0 56 Login Name Ann CYMH Login Time 8 25 2005 11 13 41 AM Search Adv Search Help f Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Medications Waiting Lists gt Internal Referrals gt Case Transfers Administration Date Filter Today v Wiew By Medication v gt Eligibility Lists gt Reports Medication Name Medication Class Prescribing Physician Dosage Start Date End Date a Ae CN Non Prescription as recommended 2005 08 23 2005 09 30 w Case Forms Frequency as recommended Admin Date Time Admin Code Admin By Hote roam Delivery Route oral 2005 08 25 11 15 00 Administered One Ann_3 Tools and Utilities ea pas 2 ae 2005 08 25 12 00 00 Administered One Ann_3 a Hote Page s 1 Add Medication The delete administration form will display Fill in the fields Click Save 95 GB CARIS Build 0 56 Login Name Ann CYMH Login Time 8 25 2005 11 13 41 AM Clients v Search Adv Search Help fi Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Delete Medication Administration Waiting Lists gt Internal Referrals gt Case Transfers Medication Name Aspirin acetasalacylic Acid Code Administered gt Eligibility Lists Date 2005 08 25 Time
12. Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Bed Summary Waiting Lists Y Beds Administration Unit Filter All v Management Reservations Bed llame Client Hame Client Status Bed Status quo Occupancy Trial Unit 2 Red Room Second Bed Active gt Eligibility Lists t2 Fi Vi gt Reporte Trial Unit 2 Red Room First Bed Active gt Facility Notes Trial Unit 2 Lilac Room Second Bed Active gt Case Hotes Trial Unit 2 Lilac Room First Bed Brown Gustavo In Bed Active 160 gt Alerts Trial Unit 2 Green Room Second Bed Active Case Forms Trial Unit 2 Green Room First Bed Denim Daisy In Bed Active 322 Cottage 1 Room 2 Bed 1 Farrington Michael In Bed Active 1 Cottage 1 Room 1 Bed A Active CDA Test Run Unit Special Needs z Room B4 Active view CDA Test Run Unit Special Needs z Room B3 Active view CDA Test Run Unit Special Needs z Room B2 Active CDA Test Run Unit Special Needs 5 z Room B1 James Robert S In Bed Active 225 CDA Test Run Unit Girl Room B4 Active CDA Test Run Unit Girl Room B3 Active CDA Test Run Unit Girl Room B2 Sage Pamela In Bed Active 114 Page s 1 2 4 2 7 OCCUPANCY Clicking on Occupancy in the navigation tree under the heading Beds will show a summary of the status of all the beds available to the program that is in context If no case is in context it will show the summary for every be
13. The Client Details box will display containing the information you have entered e Build0 54 Login Name Ann CYMH_ Login Time 8 4 2005 10 20 24 AM A Search Adv Search Help fi Michael Farrington Cases Details Relationships Address Book Close y CARIS fi Client Details Farrington Michael Waiting Lists Beds Internal Referrals E Basic Demographirs gt Case Transfers Family Name Farrington Given Hame Michael gt Eligibility Lists Middle Initial os Preferred Name Mike Aliases aie Gender Male srta Date of Birth 10 Mar 36 Date of Death Facility Notes CARIS ID 1000053 Tools and Utilities Extendgd Demographics Relationships Address Book Edit Client You have now added a new client to the system database If you now exit from this window by clicking close the new client will be saved However if you open My Cases later the client will not appear because you have not yet opened a case for this client Unless you just wanted to record details regarding this client normally you would proceed to Create a New Case for this client Section 2 16 Note that anyone who has CARIS access in your organization will now have access to the demographic information you have entered if they perform a search for that client 2 2 FINDING AN EXISTING CLIENT To find a client who is already in the system Type in all or part of the client s name in the Search Criteria field
14. existia Claus ia E 23 24 Greama a new Contaci marsie ds 24 20 FINO INOX SUNG Con AC errre iris claridad 25 20 Eding an existia conta watches i cans actina iaa ida 27 22 FIRGIAG a Member iio 28 2 0 Greating a New Organiza sic cei iris aa araail 29 2 9 Finding an existing organiza lO isceisioran rr IR 31 2 10 Eating an existing Organizations iaa is 33 2 11 Creating a new RelatiONShIP oooocococccccccccncccnccnnonononononnconnnnnnannnanncannnnrnconnnans 34 2 12 Finding an existing relatiONSHIp ooocococcccocccccccnocnnconnnconnnconnnonnnnnnnnnannnnannnanos 36 2 13 Editing an existing rela tiONSAID surcar tend 36 214 Creating anA MINE ancora ARER 37 2 15 Removing an Affiliate or a M Mbe l 0 cccece cece eee e cece eee eeeeeeeeeeaeeneeeeaeeaneeaneeanes 39 2 16 Creating a New Case Referral ccccccccc ccc eee eee e eee eee seat eae eaeeeaeeasesaeeaneteeanegs 40 2 17 Discharging a GEM asii 42 218 CIOSING a Aud dd 44 Zid FINA AN CXISUNG CAS DAA A AA AN Oo 45 A A A ee eee eee Ree ee ere 46 2 21 Adding a Member toa Cases imonsoutasin droit 47 2 22 Developing a CASE Planiieceiiencisuainsudiecdasdides diri leido 49 222A hau A o SRE ERa EO RORE NATOR 49 2222 2 Creating aN OD SCUV Cx teca io irc 50 Zee e aE AN Ea NEKEA NEEE KarS eaaa EAE aE NAC hA 51 2 23 Generating the Case HiStOrY oooocccccccccccocncnnccnnnncnnconnnnncnnnonnnnncnnnnnnnnnnnnnnnncnnnss 53 OFF UNG IONS omo entonado 54 3 1 E
15. gt Case Transfers Medication Name Medication Class Prescribing Physician Dosage Start Date End Date gt Eligibility Lists Aspirin acetasalacylic E Non Prescription as recommended 2005 08 23 2005 09 30 gt Reports Acid gt Facility Hotes Frequency as required Admin Date Time Admin Code Admin By Note Skane Melba Delivery Route oral Times General Alerts Hote 3 Attach File Client Based Consultation Client Correspondence Log Page s 1 Progress Notes Health Visit z Add Medication Referral Observation db Session Notes Legal Code vy Case Forms Medications Tools and Utilities To record the administration of this medication Click Administer B CARIS Build0 58 Login Name Ann CYMH Login Time 9 23 2005 11 28 54 AM Clients v Search Adv Search Help Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Record Medication Administration Waiting Lists v Internal Referrals Incoming Medication Hame Aspirin acetasalacylic Acid Outgoing Dosage Info as recommended Delivery Route oral gt Case Transfers Frequency Info as required gt Eligibility Lists gt Reports Date gt Facility Hotes Code y Case Hotes Notes General Alerts Time 11 45 AM a Attach File Client Based Consultation Client Correspondence Log Progress Notes Health Vis
16. 12 00 00 PM gt Reports Reason Code Time Mistyped v Facility Hotes Notes wrong time inserted gt Case Hotes Y Case Forms Medications Tools and Utilities Cancel The deleted item will show up in the medication summary but will be crossed out The reason can be checked later by passing the cursor over the item and a summary will display GB CARIS Build 0 56 Login Name Ann CYMH_ Login Time 8 25 2005 11 13 41 AM Clients v Search Adv Search Help f Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Medications Waiting Lists Internal Referrals gt Case Transfers Administration Date Fitter View By Medication gt Eligibility Lists gt Reports Medication Hame Medication Class Prescribing Physician Dosage Start Date End Date Facility Notes er 5 g Aspirin acetasalacylic Non Prescription as recommended 2005 08 23 2005 09 30 Case Hotes Acid Y Case Forms Frequency as recommended Admin Date Time Admin Code Admin By Hote Medications Delivery Route oral 2005 08 25 11 15 00 Administered One Ann_3 Times 9 00 4M 5 00 PM za gt Tools and Utilities 9 00 PM 2005 06 25 42 06 00 Meministered Ore lan 3 Hote cel fiehete Dais AC A ara bee Tos Ta Ps datar Cidi TH M ra weba le rei irte Parke Oran aan 3 Page s 1 Add Medication 3 6 8 DISCON
17. 2005 08 22 14 23 Case Affiliate Update by Ann 2005 03 22 14 24 Record Correspondence Log Event by Ann 2005 03 22 13 56 m Case Member Update by Ann 2005 08 08 15 42 52 17 Client Alert by Ann 2005 08 05 13 38 05 91 Accepted by Ann 2005 08 04 10 27 44 70 Each of the listed Activities can be expanded to view the details by clicking on the sign beside the activity The Activity filter allows you to just view those activities that you are interested in rather than the complete History It also allows you to search during a specific time frame rather than for the entire period the Case has been open This feature is useful when you have recorded many activities over a long period of time 53 This Section will contain a description of each individual function or window These functions are usually found in the Navigation Tree 3 1 ELIGIBILITY LIST MANAGEMENT The Eligibility List is a record of activities and programs involving your Clients or other Clients If you are authorized to do so you can generate new activities or programs and add them to the list and you can edit delete or complete existing ones You can place your Client and or any Case Affiliates on any activity or program that is listed subject to acceptance by the activity or program coordinator The Status Filter allows you to select only the Lists you are interested in All Active or Completed
18. Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Case Summary Waiting Lists gt Beds gt Eligibility Lists Case Type WHRP Referral Date Oct 31 2005 Case Status Active AcceptReject Date Oct 31 2005 Reports nn Case Id 74880 Admission Date Oct 31 2005 Organization Notes Case Manager Villeneuve Ann Est Discharge Date Nov 23 2005 Case Hotes Referral Source Self Discharge Date Alerts Referral Mode Walk in Case Close Date gt Case Forms Phase Days A Bed Information Waitlist Information Referral Hote Reject Referral Accept Referral Cancel Case Admit Discharge OR Click on Discharge The Discharge Form will display 88 CARIS Login Name Anm PSDHH Login Time 10 31 2005 11 59 51 AM michael clients v Search Adv Search Help f Michael Farrington 1022 57 VHRP 74880 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Discharge Form Waiting Lists gt Beds Date 10 31 2005 gt Eligibility Lists Reason v Add Delete Reports ae ee Program Completed Organization Hotes gt Case Hotes Alerts A gt Case Forms Responsible Agent Self Discharge Note Summary of Services Received personal guidance and consultation Al Post Service Recommendations follow up calls monthly EN En Fill
19. Communication Hote 2005 12 30 12 00 AM Safety Procedure 2005 11 25 12 30 AM m m a a Safety Procedure 2005 11 24 11 40 AM Safety Procedure 2005 11 24 11 40 AM m m a a Safety Procedure 2005 11 24 11 40 AM Page s 123 7 5 11 MY CASES Clicking on My Cases will display a complete listing of all the Cases in which you the User are involved EB CARIS Build 0 5 Login Name Ann PSDHH Login Time 9 8 2005 10 56 52 AM Po Clients v Search eh Adv Search Help Main Activities My Cases y CARIS My Case List Waiting Lists gt Beds Case Status Filter All gt Eligibility Lists gt Reports Case Type Case Status My Case Role Client Id Client Hame Start Date a 5 Facility Hotes Consultative Services Active Case Manager PKHAK 100000028 Khakzad Pirouz 2005 08 21 re Deaf Access Office Pre Admit Case Manager PDEWD 100000001 Dew Dry 2005 08 30 Victory Hill Active Case Manager PMARC 15 Marceau Jason Residential Program f Youth Transition Referral Case Manager PMARC 15 Marceau Jason 005 07 25 view View e Page s 1 You can shorten the list by using the Case Status filter and you can see the details of a specific case by clicking on View The Case Summary will display with various options available Section 2 16 to 2 20 88 CARIS Build 0 57 Login Name Ann PSDHH Login Time 9 8 2005 10 56 52 AM e Search Adv Search Help f Dry D
20. Don t Understand Don t Understand Don t Understand Don t Understand Don t Understand Don t Understand Don t Understand Generate the Case History Understand Mostly Understand L Don t Understand L Questions Functions Alerts Understand Mostly Understand L Don t Understand L Questions Reports Understand Mostly Understand L Don t Understand L Questions Other Functions Understand Mostly Understand L Don t Understand L Questions 5 5 NOTES 130 NOTES 131 NOTES 132 6 Glossary The glossary defines terms used in CARIS Sometimes the meanings are somewhat different from normal usage but have become of special meaning within the MCFD 133 Activities A record of actions taken by the user either in a general operational sense or specific to a client or case Ad Hoc Reports Reports prepared for a specific purpose generally based on specific criteria Affiliate Someone attached to a client s case who does not have access to the client s file Typically a family member social worker minister or police officer Bed A bed in a Room which may be allocated to a client Case Report A Case Report is an automatically generated report that summarizes the User s cases using pre established criteria Contact A person of interest to a specific client or of general interest If the contact is of interest to a client like a minis
21. Eligibility Lists First Name Andy Last Name Macdonald gt Reports Phone H de Organization MAC gt Facility Notes Phone W us Fax Case Hotes Phone M Email gt Alerts Phone E gt Case Forms Add to Case If you are sure this is the right member Click on Add to Case Choose the appropriate Role from the drop down list DY PARIS Login Name Ann PSDHH Login Time 8 26 2005 4 15 45 PM mao Search Adv Search Help Jason Marceau Victory Hill Residential Program 8092 Active Summary Participants Case Plan Activities Close Cases Details Relationships Address Book Close CARIS Assign Case Member Waiting Lists gt Beds gt Eligibility Lists Start Date 8726 2005 EndDate gt Reports Client Name arceau Jason Case ld 8092 Facility Notes gt Case Hotes gt Alerts Member Name Role Assign Case Member gt Case Forms Both the Start and End dates can be d will default to today s date The mined by using the pull down calendars The start date er s role must be selected Click on Assign Case Member The member will now be included in the Participants List as a Case Worker in this example AS vild057 Login Name Ann PSDHH Login Time 8 26 2005 4 15 45 PM ma Search Adv Search Help Jason Marceau Victory Hill Residential Program 8092 Active
22. The checklist will display Login Name Ann PSDHH Login Time 10 13 2005 10 37 27 AM jason o Clients v Search Adv Search Help f Jason Marceau 100124 Victory Hill Residential Program 56100 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Record ILS Assessment Waiting Lists gt Beds Assessment initial Assessment v Date f 013 2005 ely gt Eligibility Lists lyre Renee Reports gt Case Hotes na 0 1 2 3 Alerts Planning amp Goal Setting O O O Y Case Forms Admission Interview Tine Manngement O O O Budget Notes Organizational Skills O O O Care Plan Checklist Responsibility O O O Independent Living ILS Assessment ae Accountability O O O OTC Checklist Personal Ethics O O O Flexibility amp Adaptability O O O Positive Attitude Towards Personal Health O O O Personal Health amp Stress Management O O O Self Esteem amp Confidence Interpersonal Skills O O O Self Knowledge O O O O Ability to Control amp Discipline Self O O O Team Work Skills O O O Transportation Plan O O O E Responsibilities El Financial Management amp Investment Chores E Accomodation Search Education Preparedness Job Training Search Precora Pl cance Fill in as much of the form as you can or need for your purposes Click Save The Checklist will be saved and recorded in the Checklist Summary Login
23. can appoint a member to one of your cases from the list of members only if you are the Case Manager The person who creates the Case usually the Intake Clinician is automatically assigned the role of Case Manager He or she will be able to assign the role to the appropriate clinician when one is determined To add a member to your case Bring the client and case into context Perform a Search for the member you wish to add to the case B CARIS Build O57 Login Name Ann PSDHH Login Time 8 26 2005 4 15 45 PM Search Adu Search Help f Jason Marceau Victory Hill Residential Program 8092 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Member Search Results Waiting Lists gt Beds gt Eligibility Lists Member Hame Organization gt Reports Anthony Marc DFSP gt Facility Notes Clinician Marion PA gt Case lotes Huber Anna Maria CYMH ALGE Hustwick Barb MAC gt Case Forms Marceau Jason DFSP Macdonald Andy MAC One 4nn mac Page s 1 Select the member you want from the list and click View 47 B CARIS Build 0 57 Login Name Anni PSDHH Login Time 8 26 2005 4 15 45 PM CI Search Adv Search Help fi Jason Marceau Victory Hill Residential Program 8092 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Member Details Andy Macdonald Waiting Lists Beds
24. gt Case Hotes Alerts Add Checklist Y Case Forms Admission Interview Budget Notes Care Plan Checklist Independent Living ILS Assessment Medications OTC Checklist 3 6 4 CREATING THE INDEPENDENT LIVING ASSESSMENT ILS The ILS is a form that provides information to help in assessing a Client s ability to perform the necessary functions and activities to live independently To make the Assessment With the Client and Case in Context Expand the Case Forms list on the navigation tree Click on Independent Living ILS Assessment The ILS Assessment window will display bin Name Ann PSDHH Login Time 10 13 2005 10 37 27 AM jason Search Help Jason Marceau 1001264 Victory Hill Residential Program 56100 Pre Admit ases Details Relationships Address Book Close Summary Participants Case Plan Activities Close CARIS Independent Living ILS Assessment Waiting Lists Beds Start Date Type Period Eligibility Lists gt Reports Page s 1 Organization Hotes Case Hotes Add Alerts Y Case Forms Admission Interview Budget Notes Care Plan Checklist Independent Living ILS Assessment Medications OTC Checklist You can have more than one checklist for a given Client and Case since the information contained and recorded in the checklist may change over time and require updating without deleting the original information To create a new checklist Click on Add 90
25. one To Create or enter a New Client Perform a search as in 1 8 1 or 1 8 2 If the search produces no results Click on Create Client g CARIS A de y CARIS Client Search Results Waiting Lists gt Beds gt Internal Referrals CARIS ID Client Hame Birth Date gt Case Transfers The search returned no results gt Eligibility Lists You can try advanced search or create a new client gt Reports gt Facility Notes My Page s 1 Tools and Utilities Advanced Search Create Client The Create Client form will display Facility Notes GB CARIS Build0 54 Login Name Ann CYMH Login Time 8 4 2005 19 20 24 AM A Search Adv Search Help D Main Activities My Cases y CARIS A Create Client Waiting Lists Beds Internal Referrals E Basic Demographics Case Transfers Family Name Given Name gt Eligibility Lists Middle Initial Preferred Name gt Reports 3 i Aliases Gender v Date of Birth vl Tools and Utilities Extended Demographics Preset BR Create crt EZ x 20 Fill in the fields Click on the sign to open the extended demographics box Fill in as many fields as you can Click Create Client A dialogue box will display asking you if you want to create this client Microsoft Internet Explorer P Are you sure vou wish bo create this client record Click OK
26. 2005 08 30 Referral Email 5 mins a gt External Services gt Tools and Utilities Page s 1 Click on Add Note While this feature is used primarily to log phone calls and other forms of communication it can be used to record other events in the Notes portion of the form GB CARIS Login Name Ann YFY Login Time 3 22 2005 2 22 43 PM mar Search Adu Search Heip Main Activities My Cases Y YFV CARIS Create Communication Note Waiting Lists gt Beds gt Eligibility Lists Date 972272005 Ea Internal Referrals Type Information v gt Case Transfers Contact Method Phone v gt Reports Duration minutes 15 v Y Organization Hotes Notes Communication Notes Announcement Wednesday s meeting is at 2 00p m insteasd of 1 30 p m Facility Incident Report Safety Procedure Topic Based Consultation External Services Tools and Utilities Make the appropriate selections from the Drop Down Lists and add a Note describing the event Click Save The event will then be recorded and displayed on the Communication Notes page for 30 days At the end of 30 days it will disappear off the page but can be retrieved for viewing by using the Time Filter to select a date within thirty days following the event 3 3 4 LOGGING TELEPHONE CALLS FAXES E MAILS To record general communications such as telephone calls faxes and e mails 65 Expand the Orga
27. 3 CARIS vild 0 57 Login Name Ann PSDHH Login Time 9 1 2005 11 27 04 AM A Search Adv Search Help Main Activities My Cases Y CARIS Welcome Ann PSDHH Waiting Lists gt Beds Announcements gt Eligibility Lists gt Reports Time Filter Last 2 Month YW Add Y Facility Hotes Administrative Log Date Subject Importance Detail Announcement 07 onl f See you August 30 and 31 for followup CARIS ueno 2005 07 13 Happy summer vacation Medium orientation acility Incident Repo s E E na 3 Meeting with MF and parents with constable Delete Safety Procedure ALEI mei jackson 1 Topic Based Consultation Page s 1 To add an announcement to the list Click Add on your Main Page GB CARIS Build O57 Login Name Ann PSDHH Login Time 9 1 2005 14 27 04 AM AAA Search Adv Search Help Main Activities My Cases y CARIS Create Announcement Waiting Lists gt Beds gt Eligibility Lists Date gt Reports Subject TB Consultations y Facility Hotes Importance High y Administrative Log Announcement Please ensure that you neter the End Date correctly when recording a Topic Based Consultation Detail Facility Incident Report Safety Procedure Topic Based Consuttation The Create Announcement window always shows today s date Fill in the subject and importance fields Add your announcement Click Save If you see this prompt 63 88 CARIS Buil
28. 36 PM fa Search Adv Search Help Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Add Participant Waiting Lists Beds Internal Referrals Eligibility List Ic omputer Literacy Max Participants 20 gt Case Transfers Participant Priority v Y Eligibility Lists Farrington Michael Management Reginald David Summary Dean Steve gt Theresa Elizabeth gt Reports You may select the Client or any Affiliate to pa ate in the program or activity and you may designate a priority for that participati Once you have mad r selection Click Save 83 CARIS Build 0 57 Login Name Ann eCYMH Login Time 9 19 2005 2 36 36 PM ta Search Adv Search Help f Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS View Eligibility List Waiting Lists gt Beds List Hame Computer Literacy gt Internal Referrals Start Date 2005 08 02 End Date 2005 08 03 gt Case Transfers Minimum 5 Maximum m Y Eligibility Lists Participants Participants Management Current Participants 4 E as Determination of Computer Literacy as a Summary List Description prelude to course offerings Reports EE Participant Hame Priority Case 2 Date Added A Hotes 1 Farrington Michael 1 1289 2005 09 19 Case F
29. 4 LOGGING CLIENT CORRESPONDENCE To record client or case specific communications you must first Bring the appropriate client into context Bring the applicable Case into context GB CARIS Build 0 55 Login Name Anm CYMH Login Time 8 22 2006 1 54 00 PM _ e Search I Adv Search Help Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Case Summary Waiting Lists Internal Referrals gt Case Transfers Case Type Cymh Outreach Referral Date Aug 04 2005 TAGE Case Status Pre Acimit Accept Reject Date Aug 04 2005 Eligibility Lists o Case Id 1289 Admission Date 2 Reports Case Manager One Ann_3 Est Discharge Date Facility Hotes Referral Source Self Discharge Date gt Case Notes Referral Mode Walk in Case Close Date Bed Information Waitlist Information Case Forms Tools and Utilities 7 Expand Case Notes and 8 Click on Client Correspondence Log 75 BB CARIS Build 0 55 Login Name Ann CYMH_ Login Time 8 22 2005 1 54 00 PM af clients v Search Adv Search Help Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Correspondence Log Waiting Lists Internal Referrals gt Case Transfers Time Filter 872212005 Eligibilit
30. 51 PM clients v Search Adv Search Help Robert Charlton 1022835 VHRP 65862 Active A Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Supervision Alerts Charlton Robert Waiting Lists gt Beds gt Eligibility Lists Type Creator Start Date End Date Hotes oa E Special Attention Villeneuve Ann 2005 10 19 3 Organization Hotes gt Case Hotes Page s 1 Y Alerts General Alerts Add Alert Supervision Alerts Y Case Forms Click on Add Alert GB CARIS Login Name Ann PSDHH Login Time 11 7 2005 12 50 51 PM BR clients v Search Adv Search Help Robert Charlton 1022825 VHRP 65862 Active A Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close vy CARIS Waiting Lists Create Supervision Alert gt Beds gt Eligibility Lists gt Case Hotes Al Y Alerts Notes a General Alerts Supervision Alerts AS hh gt Case Forms Select the Alert Type from the Drop Down List Add any Notes you wish to describe the nature of the alert Add any attachments GB CARIS Login Name Ann PSOHH Login Time 11 7 2005 12 50 51 PM ss Search Robert Charlton 1022226 VHRP 65862 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Waiting Lists Create Supervision Alert gt Beds gt Elig
31. 7 SEARCH AND ADVANCED SEARCH These functions provide you with the capability of finding persons or organizations already in the database Section 1 8 1 5 8 HELP The Help file will take you to a pdf version of the User Manual 1 5 9 MAIN Clicking on this item will bring you back to your main or home page The Main page is your personal CARIS desktop 1 1 1 CONTEXT Context is an important concept to understand while using CARIS Context d where in the system you are i e context defines what functions are available to use and whether you are able to add view information to a case a client or provide notifications system wide System functions become available or not depending on what context you are in There are three contexts CARIS system Client Case In metaphorical terms it s like the following CARIS context is the filing cabin Client context is the client s set of file folders with his her name and address tabs and Case context contains the information in an individual client case f folder and enables you to read or add to the details of the worker client intera CARIS context is simply logging in and having access to reports and notifica prior to selecting a single client record for use Administrators for instance spend most of their time in CARIS context producing reports Client context orients the system function around a client and enables the us have access to the client s demographic information and lis
32. Adv Search Help Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Correspondence Log Waiting Lists Internal Referrals Case Transfers Time Filter 672272005 Er gt Eligibility Lists Reports Event Id Date Direction Type Method Duration Hotes Facility Notes 8073 2005 08 22 Incoming Informational Phone 20 mins Y Case Hotes General Alerts Page s 1 Attach File Client Based Consultation Client Correspondence Log Progress Notes Health visit Referral Observation Session Notes Legal Code Case Forms Tools and Utilities 3 45 GENERATING PROGRESS NOTES Progress Notes are a record of the activities and events involving a specific Client Case They provide a record of the progress of the case throughout its life as recorded by the Case Manager and Member s To record a Case Progress Note with the Client and Case In Context Expand Case Notes Click on Progress Notes GB CARIS Build 0 57 Login Name Ann CYMH Login Time 9 14 2005 10 28 27 AM Clients v Search Adv Search Help f Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Progress Notes Waiting Lists Beds lara gt Case Transfers Note Date 9 14 2005 Eligibility Lists Progress
33. Beds Administration Management Report Type Client v Reservations E Demographics Filter Occupancy Gender Male x si aaa son i Minimum Age 11 2 Maximum Age Y Reports E E Extended Demographics Filter Ad Hoc Report EES Aboriginal Origin Non aborigina Case Report n Facility Notee Ethno cultural Background s Administrative Log AO y Announcement Vocational Status v Facility Incident Report Employment Status v Safety Procedure Status in Canada v Topic Based Consultation Guardianship Status v Religious Practice v Household Composition v Primary Living Arrangement v Preferred Language v Lang Spoken at Home v E Locations Filter City Province Postal Code Country v E Activities Filter All Accept Activity Activity Participant and Role Admission Alert Client Appointment Bed Reservation Cancel Activity Case Document Case Referral v Start Date 7126 2005 ES Activity Types End Date 8 26 2005 Return Cost O The Report form will display Select the criteria filters that you require for your report Click Submit The results will display as a report 60 CARIS Build 056 Login Name traininglk2PSDHH Login Time 8 25 2005 3 03 35 PM Y CARIS Waiting Lists Y Beds Administration Management Reservations Occupancy gt Eligibility Lists Y
34. CARIS User Manual provided The location of the Training Sessions will be 118 The Dates and Times are as follows Date Start am Break to pm End pm Date Start am Break to pm End pm The coordinator is Telephone e mail 5 2 USING CARIS The CARIS program has been developed and implemented for the purpose of improving Client Tracking Case Management and Documentation within the context of your Agency s activities 5 3 SCENARIOS The following Scenarios represent typical situations that you may encounter from day to day Working through these Scenarios will help you to become familiar with the system and with the User manual Scenario 1 Roles Mgmt Admin SFCD DAO a Bed Management 22 Change Status Type and Gender 23 Set up Bed Administrative Functions 24 b Eligibility List Management Set up four events classes 25 Add course to the Eligibility List 26 Edit a course 27 Delete a course 28 Complete a course 29 View Completed List Active List and All Lists Understand Mostly Understand L Don t Understand L Questions Scenario 2 CARIS Context Activity all roles 119 Receive a phone call e mail fax not related to a specific client or case record them separately in the Communication Notes Topic Based Consultation You and another person present at a conference on there were 25 people there your presentation was for 55 minutes 10 of those people were
35. Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close r CARIS Participants List Waiting Lists gt Beds gt Reports Hame Case Access Start Date End Date gt Facility Notes One Ann_2 Case Manager 2005 08 22 M ld A Work 08 ites Glen acdonald Andy Case Worker 2005 08 26 gt Aleris Page s 1 gt Case Forms E Affiliates Hame Role Start Date End Date Page s 1 48 2 22 DEVELOPING A CASE PLAN The term Case Plan as used in this system refers to the Goals and Objectives set by the Case Manager and probably Case Members and the Client for the particular Case that is In Context 2 22 1 CREATING A GOAL The Goal is the broad conclusion to the Case that the Plan is aimed at achieving To Create the Goal bring the Client and the Case into Context Click on Case Plan GB CARIS Build0 57 Login Name Ann CYMH Login Time 9 13 2005 3 12 44 PM Search Adu Search Help f Michael Farrington each 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close v CARIS Waiting Lists gt Beds Goals and Objectives gt Internal Referrals Ho Goals and Objectives gt Case Transfers Eligibility Lists Page s 1 gt Reports Facility Notes Create Goal gt Case Hotes Case Forms Tools and Utilities Any existing Goals will be displa
36. Date Aug 04 2005 Case Status Active Accept Reject Date Aug 04 2005 gt Case Transfers 2 Case Id 1289 Admfssion Date Aug 25 2005 Eligibility Lists Case Manager One Ann_3 Est Pischarge Date Reports Referral Source Self Disqharge Date Facility Notes Referral Mode Walk in Cage Close Date Bed Information Waitlist Information gt Case Hotes Case Forms Tools and Utilities I SE SE oo E You will see that a row of functions displays under the Case description These elements provide information specific to that case 13 1 7 1 SUMMARY Provides basic information about a particular Case and provides the option to alter the case status Discharge the Client from the Case see previous screenshot 1 7 2 PARTICIPANTS Clicking on Participants displays a list of all Members who are attached to the particular Case Members are other authorized people who are involved in the Case and who have access to the case files Also displayed are Affiliates who are all the people who are affiliated with the Case These are people who have an interest in some way in the Client and or the Case but who do NOT have access to the case files GB CARIS Build0 56 Login Name Ann CYMH Login Time 8 22 2005 2 06 14 PM Search Adv Search Help Michael Farrington Cymh Quitreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activit
37. Notes Michael started putting together his resume today and says he will have it finished tomorrow Reports Facility Hotes vy Case Hotes eB Pero Browse General Alerts Attach File pe Client Based Consultation Clent Correspondence Log Progress Notes GOAL Youth Placement Health Visit O OBJECTIVE Help him retain his owen apriment Referral Observation Session Notes Create Note Legal Code gt Case Forms Tools and Utilities The Note date defaults to today s date but yowrc n select a different date if you need to Fill in the vario lelds as required and add the note that you wish to record Click Create Note 77 If you wish to check the Objectives click on Case Plan and the Goals and Objective window will display GB CARIS Build 0 57 Login Name Ann CYMH Login Time 9 14 2005 10 28 27 AM oN jens Search Ad Search Help Michael Farrington Cases Details Relationships Address Book Close Cymh Outreach 1 289 Active Summary Participants Case Plan Activities Close y CARIS Activities Display Waiting Lists gt Beds Internal Referrals Activity Filter All Activities gt Case Transfers gt Eligibility Lists Progress Hotes Observation by Ann 2005 09 14 10 30 Reports Pels 1 gt Facility Notes v Case Hotes General Alerts Attach File Client Based Consultation Client Correspondence L
38. Plan Activities Close Y VEV CARIS Create Communication Note Waiting Lists gt Beds gt Eligibility Lists Date 72272005 ar Internal Referrals Type Service Request v gt Case Transfers Contact Method v gt Reports Duration minutes v vy Organization Notes Noles Communication Notes Announcement Facility Incident Report Safety Procedure Topic Based Consultation Client Forms Then select the Contact Method GB CARIS Login Name Ann YFV Login Time 9 22 2005 2 22 43 PM mat Search Adv Search Help Jason Marceau Program C 39147 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y YEV CARIS Create Communication Note Waiting Lists Beds Eligibility Lists Date 9 22 2005 Bel Internal Referrals Type Service Request v Ae reer Contact Method Email v Reports A sa Duration minutes v Y Organization Notes Notes Communication Notes Announcement Facility Incidert Report Safety Procedure Topic Based Consultation Client Forms Then the Duration of the event 67 GB CARIS Login Name Ann YFV Login Time 9 22 2005 2 22 43 PM ma Search Adv Search Help fi Jason Marceau Program C 39147 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y YFV CARIS Cr
39. Provincial Services for Deaf and Hard of Hearing Provincial Services for Deaf and Hard of Hearing Provincial Services for Deaf and Hard of Hearing Child and Youth Mental Health Child and Youth Mental Health Provincial Services for Deaf and Hard of Hearing Choose your option and Click Select A UI_Authorization Microsoft Internet Explorer da Back mb amp at O Search Ga Favorites Address E https spearhead meF gov bc cafcaris CARIS Auth aspx History Es Ey E Fernie Services for Family and Community Development Select Deaf Access Office Youth Transition Program Consultative Services Burnaby Early Childhood Burnaby 3 Victory Hill Residential Program Page s 1 Your Main page will display and you can now use the system NOTE Your screen display may include the browser functions unless you have closed them DO NOT USE the browser functions to navigate through CARIS particularly the Back or Forward buttons They will not work properly since they are browser functions not CARIS functions Always use the navigation aids and functions displayed on the CARIS display to navigate the system For example instead of the Back Button on your browser clicking Cancel on your open window will take you back to the previous window and cancel any data input or operation you were performing in the open window 1 5 2 YOUR SCREEN DISPLAY Wh
40. Referrals Case Transfers Eating Problems Reports Organization Hotes Client Forms Reported by Smith Ann v Date 972272005 Y Case Hotes Aa O e aii aae i Attach File Note Jason won t eat proper meals just snacks all the time Client Based Consultation Client Correspondence Log Critical Incident Report Progress Notes Health Visit Referral Observation Session Notes Supervision Warning Personal History Presenting Issues _ Create Note I anal Cada Complete the rest of the form Click on Create Note 82 GB CARIS A ANY We tO Aer SE ITEM a Search J Adv Search Help Jason Marceau Program B 35749 Referral Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y YFV CARIS Activities Display Waiting Lists gt Eligibility Lists gt Internal Referrals Activity Filter All Activities v gt Case Transfers gt Reports Presenting issues reported by Ann 2005 09 22 16 49 Organization Hotes Page s 1 Client Forms Y Case Hotes Attach File Client Based Consultation Client Correspondence Log Critical Incident Report Progress Notes Health Visit The issue information is added to the Case Activities file 3 5 ALERTS The system provides for tagging client files with Alerts With a Client and Case in context the Alerts functions will be available on t
41. Relationships Marceau Jason Waiting Lists Beds gt Eligibility Lists Person Type Relation Start Date End Date Hts gt Reports Dean Steve Family Cousin 2005 07 12 Facility Notes Page s 1 New Relation gt Alerts If the person is not already on the list Click New Relation A Search window will display EB CARIS Build 0 57 Login Name Ann PSDHH Login Time 8 26 2005 4 15 45 PM ima Search Adv Search Help f Jason Marceau Cases Details Relationships Address Book Close y CARIS Relationships Marceau Jason Waiting Lists Beds gt Eligibility Lists Person Type Relation Start Date End Date Hts Reports Dean Steve ai j ml Edit 5 Person Search ER Facility Hotes Alerts Page s 1 Search Criteria Michael Enter the person s name Click Search 34 83 CARIS By ile Oar an has AreePSOHH Legis Fina SUD os PH im O Mamban Search Adu Search MON Jason Marceau Cases Detalla Relationships Address Book Clone E bebe Bliyibilty Liste Tyne Pelaan Stari hae Frid Mare ita e Repara ii can E Facility Motes siuna Search Criteria Michel Pages 4 Hane Virth Bate Duncan Michel 1990 01 31 Ranie Fneringinn Michel Phe EET Friman Page sh 1 Create Contact Select the appropriate person from the search results Click Relate The Relationship data window will displ
42. Run Unit Girl Room B1 Active Regular Female CDA Test Run Unit Girl Room B2 Active Regular Female CDA Test Run Unit Girl Room B3 Active Regular Female CDA Test Run Unit Girl Room B4 Active Regular Female Leen Run Unit Special Needs active Special Needs Any Edit The Bed Management summary will now only show the bed list for Cottage 1 fi Michael Farrington Cases Details Relationships Address Book Close Y CARIS Y diia AA AI dd d Waiting Lists Beds Administration Management Reservations Occupancy Eligibility Lists Reports Facility Hotes Case Hotes Alerts Case Forms Community Development Administration 8986 Active Summary Participants Case Plan Activities Close Bed Management Bed Name Cottage 1 Room 1 Bed A Cottage 1 Room 2 Bed 1 Status Active Active Type Regular Regular Unit Fitter ERE Gender Hote Female Male Page s 1 The edit function enables you to change the status or Type from drop down lists Michael Farrington Cases Details Relationships Address Book Close Community Development Administration 2 Summary Participants Case Plan Activities Close Y CARIS Edit Bed Waiting Lists Y Beds Administration Name Bed 1 Management Gender Male Reservations Status Active Occupancy Type Regular Y gt Eligibility Lists Notes r i f Reports Facility Hotes Case Hotes Alerts
43. Time Filter Last 1 Month Add Date Subject Importance Detail 2005 07 14 Message of no Importance Low Subjest of randomness Page s 1 Click Search A list of all organizations with YW YMCA as part of their demographics will display NOTE You have to be careful when typing in the criteria In this case had you typed in just YMCA you would have received a No Results notice This is because even though many people refer to the Y as the YMCA in fact the acronym was entered as the YM YWCA and as such no part of either the full name or the acronym contains the sequence YMCA So if you don t get a result it a good idea to try some different combinations before you proceed to create a new organization 31 GB CARIS Build 0 54 Login Name Ann CYMH Login Time 0 YMCA Organizations Ww Search Adv Search Help Main Activities My Cases Y CARIS Organization Search Results Waiting Lists gt Beds gt Internal Referrals Organization Hame Organization Type gt Case Transfers The search returned no results gt Eligibility Lists You can try advanced search or create a new organization Reports Facility Hotes Y Tools and Utilities Templates Page s 1 Advanced Search Create Organization ES CARIS Build 0 54 Login Name Ann CYMH Login Time 0 3 YM YWCA Adv Search Main Activities My Cases Organization Search Results Organization Name Organiz
44. already in the system You type in their name and it displays as a client You can click on Cases and see if the person is already involved in a case Other Client Cases and who the particular case manager or member is so you can refer the person to them or consult with them It is important that duplication is avoided so the system is set up so that you MUST search for a name before you can Create a New Client Because people use aliases and variations of their names try to search for as many known names as possible if there is any doubt Once a name is entered into the system it cannot be deleted If a duplication occurs an administrative decision must be made to deal with it Usually the information will be consolidated into one of the files and the other one de populated and left with a note referring you to the complete active file 1 8 1 BASIC SEARCH The basic Search function is inclusive in that it will produce a list of all persons whose demographics contain all or part of the criteria entered in the field The field requires as few as two letters to function The more letters you enter the narrower the search will be For example If you typed in urk you would get a list that contained everyone in the database who had urk mentioned in their name or demographic info not just Burke or Gurka but someone who had a tattoo of a Turkey NOTE If there are more than 45 people in the
45. case there are none Click on New Referral to start the process of creating a case GB CARIS Build0 54 Login Name Ann CYMH_ Login Time 8 4 2005 10 20 24 AM A Search Adv Search Help f Michael Farrington Cases Details Relationships Address Book Close y CARIS Create Referral Waiting Lists gt Beds Internal Referrals Effective Date er412005 Case Type v Case Transfers Referral Mode Referral Source y gt Eligibility Lists Notes Reports Fax Facility Hotes Mail courier Tools and Utilities Transfer Walk in Create Referral The window that appears contains a series of fields The effective date which defaults to today s date must be entered and a selection from each of the drop down lists must be selected The notes field is optional When you have selected the options Click Create Referral 88 CARIS Build 0 54 Login Name Ann CYMH Login Time 8 4 2005 10 20 24 AM 22 Search Adv Search Help Michael Farrington Cymh Outreach 1289 Referral Cases Details Relationships Address Book Close Summary Members Affiliates Case Plan Activities Close Y CARIS Accept Referral Waiting Lists gt Internal Referrals gt Case Transfers Effective Date feao o gt Eligibility Lists Reports Facility Hotes gt Case Hotes Accept Referral gt Case Forms gt Tools and Utilities The Accept Referral window
46. contains a number of questions and responses to help analyse and understand the Client s needs and attributes when setting up a Care Plan To Generate a Care Plan With the Client and Case in Context Expand the Case Forms list on the navigation tree Click on Care Plan Checklist The Care Plan Checklist Summary window will display 88 Jason Marceau 1001264 Victory Hill Residential Program 56100 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close r CARIS Waiting Lists gt Beds gt Eligibility Lists gt Reports gt Organization Hotes Case Hotes gt Alerts Y Case Forms Admission Interview Budget Notes Care Plan Checklist Independent Living ILS Assessment Medications OTC Checklist You can have more than one checklist for a given Client and Case since the information contained and recorded in the checklist may change over time and require updating without deleting the Care Plan Checklist Summary Date Type Period Page s 1 Add Checklist original information To create a new checklist Click on Add Checklist The checklist will display ogin Name Ann PSDHH Login Time 10 13 2005 10 37 27 AM jason o Search Adv Search Help fi Jason Marceau 1001264 Victory Hill Residential Program 56100 Pre Admit Cases Details Relationships Address Book Close Summary Participants Cas
47. from early intervention agencies 15 were teachers from around the province Report a false alarm safety report Understand Mostly Understand L Don t Understand L Questions Scenario 3 Complete a damage report where a window was broken Facility report Understand Mostly Understand L Don t Understand L Questions Scenario 4 Case Client Context VH staff Case Context Key Case Support Staff 30 Phone Call from a Parent 31 Consulting with a community support service about the child 32 Request for registration in a SFCD course refer case to SFCD 33 Child takes medication medication not set up add medication staff enter the information to completion realizes it states the wrong time edits to input the correct time one for prescription and one for non prescription 34 Record medical appointment 35 Record a SIR child injured records conversation with parents child seems to get worse requiring an emergency hospital visit follow up report made after discharge from emergency record conversation with parent have child take prescribed medication 3 times a day requiring set up and recording of medication taken 36 The non prescription medication that you gave see d is having a minor adverse effect upset stomach on the child You call the parents Record the phone call and record an observation 37 Problems arise when two residents are having conflict requires rel
48. gt Eligibility Lists Priority PRIORITY _1 Status Active gt Reports Critical Date 2005 09 12 Start Date 2005 09 12 End Date Facility Notes Hote Michael needs a job right away to pay his rent gt Case Hotes Page s 1 gt Case Forms Tools and Utilities Create Goal 2 22 2 CREATING AN OBJECTIVE When a Goal has been defined and saved you will need to define one or more objectives designed to achieve the set Goal With the Goals and Objectives window open Click on Create Objective 88 CARIS Build057 Login Name Ann CYMH Login Time 9 13 2005 3 12 44 PM D Adv Search Help Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Create Objective Waiting Lists gt Beds gt Internal Referrals Goal Help him find a job gt Case Transfers Objective lt User Defined Objective v gt Eligibility Lists User Defined Title Help him retain his own aprtment gt Reports Priority Priority 1 v Status Pending Facility Notes ad Critical Date jan 32005 Approach Psychological v gt Case Hotes Ea Fonos Start Date jan3 2005 End Date neee gt Tools and Utilities Nate He needs to keep his aprtment where he has lived for three years and where he feels safe Select the appropriate items from the Drop Down List or select User Define
49. gt Internal Referrals gt Case Transfers Case Type Cymh Outreach Referral Date Aug 04 2005 ROPAS EET Case Status Pre Admit AcceptReject Date Aug 04 2005 gt Eligibility Lists ae Case Id 1289 Admission Date Reports Case Manager One 4nn_3 Est Discharge Date Facility Notes Referral Source Self Discharge Date gt Case Hotes Referral Mode Walk in Case Close Date Bed Information Waitlist Information gt Case Forms gt Tools and Utilities Click Search A list of all members with Ma as part of their demographics will display 28 B CARIS Build0 54 Login Name Ann CYMH Login Time 8 8 2005 11 34 33 AM Search Adv Search Help f Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Members Affiliates Case Plan Activities Close Y CARIS Member Search Results Waiting Lists gt Internal Referrals gt Case Transfers Member Hame Organization gt Eligibility Lists Anthony Marc DFSP gt Reports Clinician Marion PA Facility Hotes Marceau Jason DFSP Case lotes Macdonald Andy a MAC gt Case Forms One Ann ma gt Tools and Utilities Hustwick Barb D MAC Page s 1 Click View beside the member whose details you want to see The Member Details window will display EB CARIS Build 054 Login Name Anni CYMH Login Time 8 8 2005 11 34 33 AM TA Search Adv Search Help fi Michael Farrington Cymh
50. gt Tools and Utilities Critical Date 2005 09 13 Approach Psychological Start Date 2005 09 13 End Date Hote He needs to keep his aprtment where he has lived for three years and where he feels safe Page s 1 Create Goal 14 1 7 4 ACTIVITIES Clicking on Activities will produce a list of all the activities of the case in context during the time frame selected and concerning the activity type selected from the filter When a Client and or Case is In Context then only those activities connected to that Client Case will be displayed When you click on Activities you will be asked to define the search in terms of type and time frame GB CARIS Build0 57 Login Name Ann CYMH Login Time 9 13 2005 3 12 44 PM Clients v search Adv Search Help f Michael Farrington Cymh Outreach 1289 Acti Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Activities Search Activitv T Filt Waiting Lists Cc IVI y ype l er gt Beds gt Internal Referrals Keyword gt Case Transfers Activity Type All A gt Eligibility Lists AIMS 3 Behaviour Observation gt Reports CASE Transter gt Consutation client based Facility Notes Drug Use Observation gt Case Hotes Goals and Outcomes Incident Report v gt Case Forms gt Tools and Utilities Start Date jan 3 2005 lt August 2005 gt 371372005 End Date 1 2 3 4 5 6 8 9 10 11 1
51. providing open and transparent relationships improving accountability and facilitating case planning The following goals underlie the development of the CARIS system Enable communities to develop and deliver services within a consolidated coherent community based service delivery system Provide a consistent means for community service providers including ministry clinicians and workers to develop and communicate case plans for shared clients Support common goals and outcomes facilitating business process analyses to effect improvements in treatment and care Enhance integrated case planning and support community and family capacity to care for children Provide a community based service delivery system that promotes innovation and shared responsibility Enhance a community based approach to service delivery CARIS is distributed as a real time on line application and its underlying data model is built on the Public Health Conceptual Data Model from the Centers for Disease Control in Atlanta Georgia and HL7 standards 1 1 HOW TO USE THIS MANUAL This Manual is divided into seven sections Section 1 General Information and Procedures Provides a general overview of the system what it does and a discussion on security and privacy It then provides detailed procedures for performing the common actions such as logging in working with context and so on Section 2 Client and Case Management Provides step by step
52. so that we can get an idea of how you feel about the course and how we might improve it for the next time Length of the training Excellent L Good U OK L Poor U Comment Content of the training Excellent L Good U OK L Poor U Comment Presentation of the training Excellent Good U OK O Poor U Comment User Manual Excellent Good U OK L Poor U Comment 5 4 2 SELF EVALUATION now understand how the system works Very Well Well enough O OK L Idon t LJ Comment I can use this system now in my job Very Well Well enough O OK O Icant O Comment feel confident that know what need to know Very Well Well enough O OK L Idon t LJ Comment could use more training Alot some U abit O none L Comment 124 would like to have a refresher some time in the future after use the system for a while For sure U Probably L Maybe Idon t O Comment 5 43 UNDERSTANDING THE CARIS SYSTEM Understand Mostly Understand L Don t Understand L Questions What CARIS does Understand Mostly Understand L Don t Understand L Questions Security and Privacy Understand Mostly Understand L Don t Understand L Questions Basic Procedures Logging In Understand L Mostly Understand L Don t Understand L Questions Your Screen Display Understand Mostly Understand L Don t Understand L Questions Context Bar Understand L Mos
53. specific room in a Unit Start Date The date upon which an event is scheduled to start Transfer The process of providing responsibility for the client to another agency or receiving agency Unit A Unit in the context of this Manual is a facility such as a house ward or other building containing rooms and beds 134 Activities 9 15 Ad Hoc Reports 60 Adding a Bed to a Room 102 Adding a Member to a Case 46 Adding a new Eligibility List 54 Adding a Participant to an Eligibility List 58 Adding a Room to a Unit 101 Adding a Unit 99 Address Book 13 Admitting a Client 45 Advanced Search 17 Affiliate 125 Agency Specific Functions 99 Alerts 2 82 Assigning a Bed 107 Attaching a File 71 Basic Search 16 Bed Administration 99 Bed Management 103 Budget Notes 87 CARIS 1 2 Case Context 13 CASE FORMS 85 Case Notes 82 CASE NOTES 71 Case Plan 14 Cases 11 Changing a Medication 96 Client and Case Management 20 Client Context 11 Close 13 Closing a Case 43 Completing an Eligibility List 56 Contact 16 17 125 Context Bar 8 Creating a Case Report 61 Creating a Goal 48 Creating a New Case Referral 40 Creating a new client 20 135 Creating a new contact 24 Creating a new organization Creating a new Relationship Creating a Supervision Alert Creating an Action 50 Creating an Affiliate 37 Creating an Announcement Creating an Objective 49 Deleting a Medication Administ
54. will di to make sure it is correct the play Check the Case Information in the Case context area Click Accept Referral 41 If you wish to make a change click Cancel and you will be returned to the Create Case window GB CARIS Build 0 54 Login Name Ann CYMH_ Login Time 8 4 2005 10 20 24 AM AS Search Adv Search Help Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Members Affiliates Case Plan Activities Close y CARIS Case Summary Waiting Lists Internal Referrals 7 gt Case Transfers Case Type Cymh Outreach Referral Date Aug 04 2005 Ree EATEN TS Case Status Pre Admit AcceptReject Date Aug 04 2005 gt Eligibility Lists qa Case Id 1289 Admission Date Reports Case Manager One Ann_3 Est Discharge Date Facility Notes Referral Source Self Discharge Date da 6 gt Case Hotes Referral Mode Walk in Case Close Date Bed Information gt Case Forms ate Waitlist Information se Tools and Utilities I ME O O The client is now in the pre admit stage You may leave the client there until you are ready to admit him or her at a future date or admit 6 the client now NOTE You may have found during the creation of this new case that the client is not suitable for the Case or Program that you were considering If you decide not to continue with the case you may Cancel 7 the case 2 17 DISCHA
55. y Case Hotes _ Add Medication General Alerts Attach File Client Based Consultation Client Correspondence Log Progress Notes Health Wisit Referral Observation Session Notes Legal Code Y Case Forms Medications Tools and Utilities Click Add Medication Fill in the fields as completely as possible BB CARIS Build 0 56 Login Name Ann CYMH Login Time 8 23 2005 11 28 54 AM fa Search Adv Search Help Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Add Medication Waiting Lists Y Internal Referrals Incoming Medication Class Nonprescription v Medication Name Aspirin acetasalacylic Aci s Outgoing Prescribing Physician gt Case Transfers gt Eligibility Lists Dosage Info as required Delivery Route oral J c Frequency Info Time s Reports Pa Start Date er2312005 End Date vy Case Hotes Do not exceed recommended dosage Administration Instruction Add Medication General Alerts Attach File Client Based Consultation Client Correspondence Log Proaress Notes NOTE To ensure correct medication description a Search option is provided Click on the s 92 GB CARIS Build 0 56 Login Name Ann CYMH_ Login Time 8 23 2005 11 28 54 AM Gee Search Adv Search Help
56. 0 20 24 AM aaa Search Adv Search Help f Michael Farrington Cases Details Relationships Address Book Close y CARIS fi Client Details Farrington Michael Waiting Lists gt Beds gt Internal Referrals gt Case Transfers Family Hame Farrington Given Hame Michael gt Eligibility Lists Middle Initial ae Preferred Hame Mike Aliases ifs Gender Male y Aepete Date of Birth 10 Mar 36 Date of Death Facility Notes CARIS ID 1000053 gt Tools and Utilities Extended Demographics Address Book A Relationships Address Book Edit Client Clicking on the will expand the Extended Demographics window EB CARIS Login Name Ann PSDHH Login Time 12 14 2005 2 47 06 PM Search Adv Search Help Michael Farrington 1022257 Cases Details Relationships Address Book Close Y CARIS Client Details Farrington Michael Waiting Lists Beds gt Eligibility Lists gt Organization Hotes Status in Canada Canadian Citizen Employment Status Part Time Ethno cultural Background Armenian Education Level Post Secondary Preferred Language English Education Type Other Lang Spoken at Home English Primary Living Arrangement None Of The Above Religious Practice Pagan Household Composition Lives Alone Aboriginal Origin Non aboriginal Dental Plan Reservation Status dnt PEN ws Band Status Ho a PHH 1324567891 Disability Hard Of Hearing SIN Number dy Identifying Marks Se Guardianship
57. 1 4 SECURITY AND PRIVACY Security and Privacy are essential in the proper care of client information Security and privacy are different though complementary elements and need to be differentiated Security is a matter of doing many small things properly including developing and following policies regulations and procedures and appropriately handling paper and passwords Security also involves securing the hardware network the database and the transactions online Security for CARIS is the responsibility of the Province of B C and is handled by standard government security protocols at CITS Common Information Technology Services who are the hosts for the CARIS application Security is also the responsibility of the users Every user of the system is responsible for maintaining the confidentiality of their ID and password and to prevent unauthorized access by locking down their workstation when they leave it unattended The CARIS application resides within the SpanBC network behind the government firewall Users will access CARIS through IDIR or BCelD authentication While CARIS is an internet based web application security is protected by making it accessible only by authorized users with the correct name password and domain information Privacy is a different matter Privacy relates to the relationship a client and the clinician have to the client s data Privacy specifically relates to data and the management and access of th
58. 2 MS a ae ae Display Activities Cancel 22 23 24 25 26 4 n EEN 29 30 31 MS Today 9113 2005 When you have selected the appropriate filters click on Display Activities and all the activities which are included in the type and time frame will be displayed EB CARIS Build O57 Login Name Ann CYMH Login Time 9 13 2005 3 12 44 PM Search Adv Search Help Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Activities Display Waiting Lists Beds Internal Referrals Actfity Filter All Activities v gt Case Transfers Page s 1 1 7 5 CLOSE Clicking Close under the Case will close the Case but leave the Client still In Context Clicking Close under the Client closes both the Case and the Client 15 1 8 SEARCHING FOR A CLIENT CONTACT MEMBER OR ORGANIZATION The database contains the names and demographics of every person in CARIS and any organization that has been entered In this case you have access to the entire database not just your own clients or organizations However the information that is available to you when you do access someone else s client for example will be limited to basic demographic information so that the client s privacy is protected In a typical situation you may have a walk in person requesting service and you want to see if they are
59. 21 GB CARIS Build 0 54 Login Name Ann CYMH Login Time 8 2 2005 11 15 27 AM mareau cent Search Adv Search Help Main Activities My Cases Y CARIS Welcome Ann CYMH Waiting Lists Beds Announcements Internal Referrals Case Transfers Eligibility Lists Reports Subject Importance Detail Facility Notes 2005 07 14 Message pro Importance Subjest of randomness Tools and Utilities Time Filter Last 1 Month vw Add Page s 1 Click Search A list of all clients with Marceau as part of their demographics will display 88 CARIS Build 0 54 Login Name Ann CYMH Login Time 8 05 11 15 27 AM Main Activities My Cases y CARIS Client Search Results Waiting Lists Beds gt Internal Referrals CARIS ID Client Hame Birth Date AI EN 1000000 Marceau Jason 1978 07 28 gt Eligibility Lists 1000027 Client Info 1985 05 22 gt Reports Given Hame Jason gt Facility Notes Family Hame Marceau Page s 4 Preferred Name Jason Tools and Utilities Gender male Aliases create cient _ Age 27 SIN Click View The Client Details window will display 88 CARIS Build 0 54 Login Name Ann CYMH Login Time S mareau clients Search adu Search Hep f Jason Marceau Cases Details Relationships Address Book Close y CARIS Client Details Marceau Jason Waiting Lists Beds gt Internal Referrals gt Case Transfers Family Hame Marceau Given Hame Jason gt E
60. 25 gt Case Transfers Duration 01 00 v Consultation Type gt Eligibility Lists Topic Dealing with Substance Abuse before it happens i gt Reports Facilitators 7 w Facility Notes Account Training Account Training2 Administrative Log Account Training3 v Announcement Paine Type v Facility Incident Report Youth Forensic Services Aboriginal Agency Youth Services Satety Procedure Topic Based Consuttation Tools and Utilities Recipient Victoria High School Organization Type School v Notes m o En Minutes of Consultation doc 30KB j Start Date 872272005 End Date 572272005 Ea Note that when you fill in the partner and recipient fields you must click Add to effect the insertion leaving them as in the case of the Recipient above will initiate a prompt when you try to Record the Consultation The same is true of the Attachments you first browse to locate the document then click Add to include it Click Record Consultation The recorded event displays in the Activities file 3 4 CASE NOTES The Case Notes group of functions provide you with a variety of convenient ways to record activities and events that concern your Clients and their Cases The Case Notes Group only display on your navigation tree when a Client and Case are In Context An event or activity that
61. 3 Extended Demographics T E Address Book PESA Relationships Address Book Edit Client A list of all recorded relationships to the client will display GB CARIS Build0 57 Login Name Ann PSDHH Login Time 9 12 2005 2 39 51 PM eee clients v Search Adv Search Help Michael Farrington Cases Details Relationships Address Book Close y CARIS Relationships Farrington Michael Waiting Lists gt Beds gt Eligibility Lists Person Type Relation Start Date End Date Its gt Reports Farrington Steve Family Brother 2005 08 30 Facility Hotes Reginald David Family Brother 2005 08 04 Alerts Marceau Jason Social Friend 2005 08 26 New Relation 2 13 EDITING AN EXISTING RELATIONSHIP To edit any of the listed relationships or to view details from the Relationship list see 2 12 Click on Edit 36 GB CARIS Build0 57 Login Name Ann PSDHH Login Time 9 12 2005 2 39 51 PM es Search Adv Search Help Michael Farrington Cases Details Relationships Address Book Close Y CARIS Relationships Farrington Michael Waiting Lists gt Beds gt Eligibility Lists Person Type Relation Start Date End Date Hits gt Reports Farrington Steve n Relationship gt Facility Hotes Reginald David sd e Relationship Type Alerts Marceau Jason Reginald David is 0000 of Farrington Michael Start Date esa7200 Ea End Date H Notes Page s 1 Save Relationship
62. 3 1 1 ADDING A NEW ELIGIBILITY LIST You do not have to have a Client or Case In Context to view the complete Eligibility List and having either In Context will not affect the List display Expand the Eligibility List by clicking on the gt Click on Management CARIS Build0 57 Login Name Ann CYMH Login Time 9 19 2005 2 36 36 PM fe Search Adv Search Help f Michael Farrington Cases Details Relationships Address Book Close Y CARIS Eligibility List Management Waiting Lists Beds Status Fitter Active Internal Referrals List Hame Start Date End Date Min Max Status Hotes Case Transfers Computer Literacy 2005 08 02 2005 08 03 5 20 Active A List 2005 07 15 2005 07 22 2 8 Active Management summary Page s 1 Reports Facility Notes Add List Tools and Utilities To add a new program or activity to the list if you are authorized to do so Click on Add List A form will display containing fields for you to describe the activity or program offered 54 GB CARIS Build0 57 Login Name Anni2CYMH Login Time 9 19 2005 2 36 36 PM Clients v Search Adv Search Help Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Create Eligibility List Waiting Lists gt Beds gt Internal Referrals List Name gt Case Transfers Start Date En
63. 5 08 22 15 40 00 statistics for the entire agency To generate a Case Report Click on Case reports under the reports heading on the navigation tree 61 Family Name James Given Hame James Robert S Given Hame Tree Admiral Given Hame Michael Robert Admiral gt 88 CARIS Build 0 51 Login Name Ann CYMH Login Time 7 19 2005 3 32 36 PM co Search Help Main Activities My Cases Y CARIS Case Report Waiting Lists gt Beds Internal Referrals Date za 9 2005 Fale c Transf Sen eee Generate Report gt Eligibility Lists Y Reports Ad Hoc Report Case Report Facility Notes Y Tools and Utilities Templates 2 Select the date for which you want the report The report will be automatically generated 88 CARIS Build 0 51 Login Name Ann CYMH Login Time 7 18 2006 3 32 38 PM A Search Help Main Activities My Cases Y CARIS Case Report Results Waiting Lists gt Beds Ezport PDE gt Internal Referrals Totals by Case Phase gt Case Transfers Program Referral Pre Admit Active Followup Closed Total gt Eligibility Lists Cymh Program 1 Cymh P am 2 Y Reports AE Total by Case Phase Ad Hoc Report Case Report gt Facility Notes Gender Y Tools and Utilities male Templates female Total by Age 2 of Distinct Clients Served Average Cases per Client Female 1 0 3333333333333333 Male 2 O 6666666666666666 3 3 ORGANIZATION NO
64. Browse Add Eligibility Lists Reports Facility Hotes vy Case Hotes General Alerts Submit Cancel Cancel Attach File Client Based Consultation Click Detach If you are satisfied with the attachm nd don t want to add any others Click Submit EB CARIS Build 0 57 Login Name Ann CYMH Login Time 9 20 2005 11 52 05 AM A Search Help Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Activities Display Waiting Lists gt Beds gt Internal Referrals Activity Filter All Activities V gt Case Transfers gt Eligibility Lists File Attachment by Ann 2005 09 20 11 57 Reports Facility Hotes Page s 1 Y Case Hotes General Alerts Attach File Client Based Consultation The attachment will be recorded in the Case specific Activities file 3 43 LOGGING A CLIENT BASED CONSUL TATION A Client based consultation is a conversation or consultation with another person s concerning a specific client case A client and case must be in context 73 GB CARIS Build0 55 Login Name Ann CYMH Login Time 8 22 2005 1 54 00 PM Clients v Search Adv Search Help Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close
65. CARIS Waiting Lists Beds Internal Referrals Case Transfers Eligibility Lists Reports Facility Hotes vy Case Notes General Alerts Attach File Client Based Consultation Client Correspondence Log Progress Notes Health Visit Referral Observation Session Notes Legal Code Case Forms Tools and Utilities 79 Expand Case Notes Click on Referral Observation frene y search Adu Search Heip Cymh Outreach 1289 Active Summary Participants Case Plan Activities Close Referral Observation E Referral Observation Date an 42005 Referral Target Maples Referral Reason Reason 1 v Notes Maples staff have been contacted Add Attachment gt E MN E Goals Objectives GOAL Youth Placement El OBJECTIVE Help him retain his own apriment Create Note Select the appropriate items from the Drop Down Lists Enter the correct date of the referral Add a note explaining the reason for the referral Attach a document if you wish to Click on Create Note EB CARIS Build 0 57 Login Name Ann CYMH_ Login Time 9 14 2005 10 28 27 AM Clients v Search Adv Search Help f Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Activities Display Waiting Lists gt Beds gt Internal Referral
66. Help Michael Farrington Cases Details Relationships Address Book Close Cymh Outreach 1289 Pre Admit Summary Participants Case Plan Activities Close y CARIS Medications Waiting Lists Y Internal Referrals Incoming Administration Date Filter Today Y View By Medication v Outgoing gt Case Transfers Medication Hame Medication Class Prescribing Physician Dosage Start Date End Date gt Eligibility Lists _ Aspirin acetasalacylic gt Reports El Acid gt Facility Notes y Case Notes Non Prescription as recommended 2005 08 23 2005 09 30 Page s 1 General Alerts Attach Fie Client Based Consultation Client Correspondence Log Progress Notes Health Visit Referral Observation Session Notes Legal Code v Case Forms Medications Tools and Utilities The summary can be expanded by clicking on the 93 3 6 6 RECORDING ADMINISTRATION OF MEDICATION In the expanded medication summary there is a button labeled Administer GB CARIS Build 056 Login Name Ann CYMH Login Time 8 23 2005 11 28 54 AM a clients y Search Adv Search Help Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Medications Waiting Lists Internal Referrals Incoming Administration Date Filter Today Y View By Medication b Outgoing
67. IS Build 0 54 Login Name Ann CYMH Login Time 8 8 2005 11 34 33 AM sf contacts v Search Adu Search Help f Ebenezer Scrooge Cases Details Relationships Address Book Close y CARIS E Edit Contact Scrooge Ebenezer Waiting Lists Beds Internal Referrals Family Name Scrooge Given Name Ebenezer gt Case Transfers Eligibility Lists Preferred Name Eb Aliases Date of Birth December w 25 1925 Gender Male v gt Reports y mee gt Facility Hotes ci ta Tools and Utilities ce RS RI If you change your mind click the Reset button and your changes will be erased and the original entries restored Clicking Cancel will return you to Contact Details Click Save Changes to retain your editing and the new demographic information will be saved See Note above in Section 2 5 re Extended Demographics 2 7 FINDING A MEMBER To find a member who is already in the system Type in all or part of the member s name in the Search Criteria field Select Members from the drop down list GB CARIS Build 0 54 Login Name Ann CYMH Login Time 8 8 2005 11 34 33 AM Members Search Adv Search Help Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Members Affiliates Case Plan Activities Close y CARIS Case Summary Waiting Lists
68. IS ID gt Facility Hotes Family Name Given Name Michael gt Tools and Utilities Middle Initial Preferred Name Aliases Gender Date of Birth v ng Date of Death Extended Demographics Locations Then you would receive this result GB CARIS Build 0 54 Login Name Ann CYMH Login Time 8 4 2005 4 09 44 PM Clients y Search Adv Search Help Main Activities My Cases Y CARIS Client Search Results Waiting Lists gt Beds gt Internal Referrals CARIS ID Client Hame Birth Date gt Case Transfers The search returned no results gt Eligibility Lists You can try advanced search or create a new client gt Reports Facility Notes Tools and Utilities Page s 1 Advanced Search Create Client Unless there was an entry somewhere in the database that said Michae in which case that entry would display as a result If you had selected female from the gender drop down list then ONLY the female Michael would display on the Results list 18 GB CARIS Build0 57 Login Name Anni2PSDHH Login Time 9 12 2006 2 39 51 PM a Search Adu Search Help Main Activities My Cases Y CARIS Client Search Results Waiting Lists Beds gt Eligibility Lists CARIS ID Client Hame Birth Date gt Reports 1000192 Zeus michael 1987 06 15 Facility Hotes Page s 1 Given Hame michael Family Name Zeus Adwanced Search Create Client Preferred
69. LTiMy Documents My Documents mike s persi Browse gt Eligibility Lists Reports Facility Hotes y Case Notes General Alerts Submit Cancel Attach File AAA Client Based Consultation Client Correspondence Log Click Add The attachment will be listed and you can then browse to find another file if you wish GB CARIS Build0 57 Login Name Ann CYMH Login Time 9 20 2005 11 52 05 AM a clients v Search Adv Search Help Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Attach File Waiting Lists Beds Internal Referrals gt Case Transfers Attachment Browse Add Eligibility Lists HALEY doc 32KB Reports Facility Notes vy Case Notes General Alerts Submit Cancel Cancel Attach File a Client Based Consultation Document Name Notice 72 3 4 2 DETACHING A FILE If you change your mind you can detach the attached file Highlight it 88 CARIS Build0 57 Login Name Ann CYMH Login Time 9 20 2005 11 52 05 AM Search Help f Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Attach File Waiting Lists Beds Internal Referrals Document Name Notice gt Case Transfers Attachment
70. Ministry of BRITISH Children and Family COLUMBIA Development Community and Residential Information System CARIS User Manual PSDHH April 2010 Table of Contents 1 General Information and ProCe CUures ccccc ccc e eee ee ence eee eee e eae e eee ee teat ee eeae eat eeae eae eaeeeaeas 1 1 1 Howto use ihis INAMUAl ias iia 12 MeCARIS S5 Mistica io 2 ko Wiat GAR IS GOCS iia iii 2 1 4 Secun and PAV ACY sintio 3 WO Basic PrOCeO Ut SS cacirieanax dai ia 4 A IOC CINCH A snare squnastauecuasinsarase A a EA 4 O AU DS cesiste a cee cce ee esse cel en or eee a es eee Y o A e e a 7 tSo NAVIA A os 7 AA oa aa 7 Mo Inte nace iO ic ico 7 158 soearchvand sAdVanCed SAIN ale E 7 A O erence ere 8 O oo ico oia ion 8 SE ACUE S a 9 Sm MY CaS CS la 10 16 ClentGontext amaia dia adi as 10 A A 11 A A E cue schcaeee cages een eeecaeee 11 LeS HAFICIATIONSIMNDS annie dba 12 166 4 AQdresS BOOK oieee aan EE E E a 13 AO esae e A E E 13 ie GaSe ON a a 13 LAE SIMA linia 14 za Pamicipanis ai id ei 14 is Case Pla e da ee 14 LEE ACUVUE Sai 15 PECE OO SOmannee ria 15 1 8 Searching for a Client Contact Member or Organizati0N ococccocccocccccncocnccnnonaco 16 KET ARA e 1 8 0 y COOP onen aaa aa 16 L82 Advanced oe Cll enine ina 17 Oe FED E E E E TA 19 AS a E E E NOR 19 2 Glient and Gase Management sorrir E o 20 2A e Gre aina a New clean A A a Sonera e r 20 22 FNAN ANEX SIN Clari AAA 21 29 Etna a
71. Mostly Understand L Don t Understand L Questions Scenario 6 Mgmt DAO SFCD in case context 58 You arrive at work after lunch having to follow up on some calls from the morning You were unable to record the calls from this morning there were three of them The first was topic based the second and third were client related 59 You return the call regarding the topic based request A income assistance worker is requesting information regarding how to accommodate a deaf client You provide some topic based consultation and record it 60 The other two calls were from clients requesting assistance for finding housing and for income assistance help Record these against your clients 61 You make several calls for the housing issue Record them approx 5 calls 62 You make several calls for the income issue Record them approx 3 calls 63 One of the housing calls you make is a good contact Set up their organization 64 The same occurs for income assistance 65 You are on a conference call with the client who has an income issue and the income assistance worker Client based consultation recording 66 A client comes in and meets with you She wants to develop a training plan to get her prepared for post secondary schooling Progress note 67 Understand Mostly Understand L Don t Understand L Questions 122 123 5 4 EVALUATIONS 5 4 1 TRAINING COURSE EVALUATION Please complete these evaluations
72. NG A NEW CASE REFERRAL A client who has been entered into the system is considered a person until a Case has been created for him or her at which time the person becomes a client To create a new case Bring the person into context Section 2 2 GB CARIS Build 054 Login Name Ann CYMH Login Time 8 4 2005 10 20 24 AM poea Search Adv Search Help Michael Farrington Cases Details Relationships Address Book Close Client Details Farrington Michael gt InterndReferrals gt Case Transfers Family Hame Farrington Given Name Michael gt Eligibility sts Middle Initial ii Preferred Hame Mike Aliases ig Gender Male PiRepons Date of Birth 10 Mar 36 Date of Death Facility Hotes CARIS ID 1000053 gt Tools and Utilitids Extended Demographics Address Book Relationships Address Book Edit Client Click on Cases 40 GB CARIS Build0 54 Login Name Ann CYMH Login Time 8 4 2005 10 20 24 AM he Clients v Search Adv Search Help Michael Farrington Cases Details Relationships Address Book Close y CARIS Case List Waiting Lists Beds gt Internal Referrals Case Transfers Case Status Fitter All 1 gt Eligibility Lists gt Reports Case Type Case Status My Case Role Start Date Facility Notes Page s 1 Tools and Utilities a Other Client Cases E Affilicate Cases New Referral A list of existing cases will displ is
73. Name Ann PSDHH Login Time 10 13 2005 10 37 27 AM jason Clients v Search Adv Search Help f Jason Marceau 1001264 Victory Hill Residential Program 56100 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Independent Living ILS Assessment Waiting Lists gt Beds Start Date Type Period gt Eligibility Lists 2005 10 13 Initial Assessment March gt Reports gt Organization Hotes Page s 1 Case Hotes gt Alerts 91 vy Case Forms Admission Interview Budget Notes Care Plan Checklist Independent Living ILS Assessment Medications OTC Checklist Add 3 6 5 LOGGING MEDICATIONS Medications may be prescription or non prescription To log the prescribed or suggested medications Open Medications in the navigation tree under Case Forms GB CARIS Build 0 56 Login Name Ann CYMH Login Time 8 23 2005 11 28 54 AM ka Clients v Search Adv Search Help Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Medications Waiting Lists Y Internal Referrals Incoming Administration Date Filter Today Y View By Medication v Outgoing gt Case Transfers Medication Hame Medication Class Prescribing Physician Dosage Start Date End Date gt Eligibility Lists Page s 1 gt Reports gt Facility Notes
74. Name michael Gender female Aliases Age 18 SIH NOTE You cannot perform an advanced search for a Member An advanced search for a member is unnecessary because a basic search will always produce the required member 1 9 HELP The Help function will link you to a pdf version of this Manual 1 10 SYSTEM ERROR Occasionally you may receive a System Error prompt usually when you first log into the system If this occurs click on the Refresh button on your browser toolbar This will usually work If it doesn t then log off the system and log on again If this still doesn t solve the problem then you may have to shut your computer down and restart This typically is a local terminal problem rather than a CARIS problem 19 2 Client and Case Management It is important to remember that the database contains names of persons These persons can be clients contacts or members A person can be any one of those categories or they can be two of them or all three It is unlikely however that a member will also be a client It is important that you search for a person as a client or contact because the way you search will affect what you can do with the information afterwards see 1 8 1 2 1 CREATING A NEW CLIENT To create a new client is basically to enter a new person into the system database To avoid duplication the system requires you to perform a search for the person before you create a new
75. Observations ccccconcccnnnnconoccnnnnnnnnnnnnnononnnnnnnrrnnnnnnnnannnrennnnnnnnns 79 34 8 Recording Session Notes ci a 80 34 9 Prosening ISSUC Si sztereo a i a aa A a a ds 82 DO AGNE aiii a i 83 3 9 1 Cream a General Ali As 83 3 5 2 Creating a Supervisi n Aler arresero enina 84 0 ASE ORs dicto sa 86 3 6 1 Recording the Admission INtervieW cccccsssscessesseessesseescesseeeseeseeesoenseessonseees 86 3 0 2 Budge Noli Aia 87 3 6 3 Generating the Care Plan Checklist ccccssssseeeeeeeesseesssseeeeeeseeeeassseeeeeesseeoaaes 88 3 6 4 Creating the Independent Living Assessment ILS oncccccccccnncnninoconnnnnononnnannnnnos 90 36 0 HOGGING Medica lO Sicilia O 92 3 6 6 Recording Administration Of Medication ncccconnnnococcnnecnnnnnonnnnanconnnnnrrnnaannennnannns 94 3 6 7 Deleting a Medication Administration Record ccccoccnccccncnnnncncnncnnnnnncononannnnonannnos 95 3 6 8 Discontintind a Medical urraca ab 96 369 SGHANGING aA Medica Nara 97 5 90 10 TME OTC ONECRI tooo otitis 98 AAGCICY Speciile FUNCIONS A ea e ey bags 100 4 1 Performance Quality Improvement PQI AUCIt 0 cece ccc ce cece eect eee e eae eeeeaeeneas 100 Ad Greating a POM SESSION ranita 100 4 1 2 Reviewing Files Begin the Sessi0N ooocococccocccccccocnoncncnnancnncnnncnnncnnos 108 AAS GlOsing the POPSESSION cpntittndi laica ricas 107 42 Bed AdMiISta lO cinta alot iaa 108 AN ACA n 109 4 22 PAGING a ROOM TOs WAIL rr
76. Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Members Affiliates Case Plan Activities Close y CARIS Member Details Marion Clinician Waiting Lists gt Internal Referrals gt Case Transfers First Name Marion Last Hame Clinician gt Eligibility Lists Phone H E Organization PA gt Reports Phone W 25 Fax Facility Notes Phone M Be Email gt Case Hotes Phone E gt Case Forms Tools and Utilities Add to Case You will notice that only basic information is provided This is for privacy and security reasons You can neither edit nor create a member all you may do is assign an existing member to your case See Section 2 21 Creating and editing are administrative functions 2 8 CREATING A NEW ORGANIZATION To create a new organization is to add an organization to the database Organizations are either external such as the YW YMCA Jubilee Hospital or another government department or agency or they could be an internal department or agency such as Child Care or Special Needs The listing will provide descriptive and contact information for the organization To avoid duplication the system requires you to perform a search for the organization before you create a new one To Create or enter a New Organization Perform a search as in 1 8 1 or 1 8 2 NOTE You may want to search using a variety of input criteria since people often refer to organizations i
77. Page 3 3 2 DELETING ANANNOUNCEMENT Deleted messages disappear from everyone s Main Page so be careful before you delete an Announcement If you are authorized to delete announcements the Delete button will be active If you are not authorized to perform this action the button will be grayed out To delete an announcement Click delete for that particular announcement The announcement will disappear 3 3 3 LOGGING A COMMUNICATION NOTE Various events occurring in the agency require logging for future reference The business practices of the agency will indicate which events require logging To log an event Open Communication Notes under the Organization Notes heading in the navigation tree 64 You will see a list of logged communication notes 88 CARIS Login Name Ann YFV Login Time 9 22 2005 2 22 43 PM ma Search Help Y YFV CARIS Communication Notes Waiting Lists gt Beds Time Filter 4 Weeks W gt Eligibility Lists Date Type Method Duration Hotes gt Internal Referrals 2005 09 21 Referral Email Unknown Status 2 IS 2005 09 21 Advocacy Walk in Unknown Status 3 esla 2005 09 21 Referral Phone Unknown Status Y Organization Hotes ra ENT 2005 09 21 Service Request Walk in Unknown Status PEE 2005 09 14 Advocacy Fax 5 mins Facility Incident Report 2005 09 12 Education Mail Courier 60 mins E Safety Procedure 2005 09 08 Advocacy Phone 50 mins 5 Topic Based Consultation
78. Priority Date Added ines ne 1 Farrington Michael 1 2005 09 19 gt Case Forms Page s 1 gt Tools and Utilities Complete List The display will indicate the status of the List and provide details of the participants If you are satisfied with the number of participants and wish to continue with the activity Click Complete List A prompt will display asking if you want to complete the List Microsoft Internet Explorer J Are you sure vou want to complete this eligibility list i Cancel Click OK The activity will be removed from the Active list and will only be included if you select All or Completed in the Status Filter 3 1 5 ELIGIBILITY LIST SUMMARY The Summary displays all the Lists that are either Active or Completed depending on the Status Filter selection 57 88 CARIS Build 0 57 Login Name Ann CYMH Login Time 9 19 2005 2 36 36 PM Ce Search Adv Search Help Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Eligibility List Summary Waiting Lists gt Beds Status Filter EXE Y Internal Referrals List Hame Start Date End Date Min Max Status Hotes Case Transfers Computer Literacy 2005 08 02 2005 08 03 5 20 Complete E Y Eligibility Lists Computer Literacy 2005 08 02 2005 08 03 5 20 Active 2 Management Pa Li
79. RGING A CLIENT When you discharge a client you effectively cease to work with the client on this case but the case remains open and will appear on the client s Case List until you Close the Case Section 2 18 This feature allows occasional client contact eg Consultations phone calls to be recorded on the client file when the client is no longer receiving regular services To discharge a client Place the client into context Open Cases Select View for the case you wish to discharge him from B CARIS Build 0 57 Login Name training1 PSDHH Login Time 8 26 2005 11 59 30 AM feo Search Adv Search Help f Michael Farrington Cases Details Relationships Address Book Close y CARIS Case List Waiting Lists Beds gt Eligibility Lists Reports Case Status Filter All e Facility Hotes gt Alerts Case Type Case Status My Case Role Start Date Administration Pre Admit Case Manager 2005 08 23 View Community Development Administration Consultative Services Pre 4dmit Case Manager 2005 08 25 View Active Case Manager 2005 08 23 View Deaf Access Office Active Case Manager 2005 08 23 View Victory Hill Residential Program Referral Case Manager 2005 08 23 View Page s 1 Other Client Cases Affilicate Cases The Case Summary will display 42 B CARIS Login Name Ann PSDHH Login Time 10 31 2005 11 59 51 AM CC Search J Adv Search Heip Michael Farrington 1022257 VHRP 74880
80. Reports Ad Hoc Report Case Report Y Facility Notes Administrative Log Announcement Facility Incident Report Safety Procedure Topic Based Consultation 3 2 2 CREATING A CASE REPORT The system also provides a method for preparing Case reports These reports summarize the case Ad Hoc Report Results Client Report Grouped by Date Governance PSDHH Generated By training Date and Time Generated 8 26 2005 10 56 03 AM Search Criteria Administrator Filter Staff Member s Group By Client Demographic Filter Gender Male Minimum Age 12 Extended Demographics Filter Aboriginal Origin Non aboriginal Activity Filter Start Date 7 26 2005 Demographics Family Name Brown Start Date End Date Maximum Age End Date Brown Gustavo Given Name 7 26 2005 8 26 2005 100 3 26 2005 Gustavo Main Activities My Cases Export PDI Activities 2005 08 25 15 03 00 2005 08 25 15 03 00 Demographics Activities Family Name Denim Given Name Denim Daisy Daisy 2005 08 25 15 03 00 Demographics Activities 2005 08 25 15 03 00 Client Demographics Farrington Michael Family Name Farrington Activities 2005 08 25 00 00 00 2005 08 25 00 00 00 2005 08 25 15 24 00 Demographics Family Name Tree Activities 2005 08 22 00 00 00 2005 08 22 00 00 00 2005 08 22 15 37 00 2005 08 22 00 00 00 2005 08 22 15 40 00 200
81. Session Notes Legal Code Notes Michael asked for someone to help him with his resume will try to find someone with the time gt Case Forms Tools and Utilities Attachment A E Goals Objectives GOAL Youth Placement C OBJECTIVE Help him retain his owen aprtment Create Note Add a note with details of the Session Attach documents if you wish to Click on Create Note GB CARIS Build 0 57 Login Name Ann CYMH Login Time 9 14 2005 10 28 27 A Search Adv Search Help Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Activities Display Waiting Lists Beds Internal Referrals Activity Filter All Activities Y gt Case Transfers gt Eligibility Lists Session Hotes Recorded by Ann 2005 09 14 10 43 gt NE Reports Page s 1 Facility Hotes Case Hotes General Alerts Attach File Client Based Consultation Client Correspondence Log Progress Notes Health Wisit Referral Observation Session Notes The record will display in the Activities file 81 6 3 4 9 PRESENTING ISSUES This form allows you to record various issues on an on going basis To record an issue Expand Case Notes Click on Presenting Issues EB CARIS Login Name Ann YFY Login Time 9 22 2005 4 31 43 PM oe Clients v S
82. Special Needs Female 2005 Aug 25 367 Page s 1 2 Search 4gain Cance A list of all beds that meet the criteria will display Select the one you want The Create Reservation window will display f Michael Farrington Community Development Administration 8986 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Create Reservation Waiting Lists Y Beds Administration Name Cottage 1 Room 2 Bed 1 Management Start Date 8 25 2005 EH Start Time 12 00 AM lud Reservations Duration 1 j pal End Date 08 26 2005 End Time 12 00 AM Eligibility Lists Reports gt Facility Notes gt Case Hotes Alerts Case Forms If the client is present and ready to occupy the bed you can proceed to assign the bed immediately subject to current bed administration rules Otherwise to confirm the reservation Insert the appropriate Start and End time fields Click on Save Reservation The reservation will be saved and will show on the Reservations window 115 Michael Farrington Community Development Administration 8986 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Bed Reservations Waiting Lists Y Beds Administration Unit Fitter AI Y Time Fiter 8252005 Management Reservations Bed Hame Client Start Date Time End Date Time D
83. Status Self Address Book Relationships Address Book Edit Client Clicking on the will expand the Address window See Section 1 6 4 1 6 3 RELATIONSHIPS This item opens a window which displays the information about any other people involved with the client on a Relationship basis See Section 2 11 Creating a Relationship GB CARIS Build0 57 Login Name Ann CYMH Login Time 9 13 2005 3 12 44 PM Clients v Search Adv Search Help Michael Farrington Cymh Outreacl Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Relationships Farrington Michael Waiting Lists gt Beds gt Internal Referrals Person Type Relation Start Date End Date Hits gt Case Transfers Farrington Steve Family Brother 2005 08 30 gt Eligibility Lists Reginald David Family Brother 2005 08 04 2005 09 11 3 Reports Reginald David Family Cousin 2005 09 12 E PERCY NOIES Marceau Jason Social Friend 2005 08 26 gt Case Hotes gt Case Forms Page s 1 gt Tools and Utilities New Relation 12 1 6 4 ADDRESS BOOK This tag takes you to the Client s pertinent addresses telephone numbers and e mail address s You may add as many addresses etc as you require If there are many different items you can reduce the ones that display by using the Location Type Filter which will then display only e mails addresses or telephone numbers Location Filter Na
84. TES ALSO REFERRED TO AS FACILITY NOTES Organization Notes are a group of functions that provide you with the capability of recording events such as meetings phone calls e mails and so on of a general nature that is not Client or Case specific with which you are involved in some manner NOTE Events recorded in this Log are not secure in that they can be viewed by any other authorized user as can Announcements Incident Reports and so on ORGANIZATION NOTES ARE VIEWABLE BY ANY OTHER AUTHORIZED USER AT YOUR LOCATION Consequently when you are in Client and or Case Context ALWAYS use the Client Correspondence Log to record phone calls e mails etc that are client or case specific Events are recorded permanently but are only displayed for 30 days following the event If you wish to view an event that occurred more than thirty days previously use the Time Filter to select a date 62 within thirty days following the estimated date of the event you wish to view Following is an example of recording an administrative event 3 3 1 CREATING AN ANNOUNCEMENT An announcement is a message intended for everyone at a given location or agency This is typically an administrative function to enable administrators to notify staff of impending events or other useful information others in the location may have the option of creating announcements too Announcements show up automatically on the main page of each user upon log in Em
85. TINUING A MEDICATION To discontinue a medication Open and expand the applicable medication Click Discontinue 96 GB CARIS Build 0 56 Login Name Ann CYMH_ Login Time 8 25 2005 11 13 41 AM Search Adv Search Help Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Medications Waiting Lists Internal Referrals gt Case Transfers Administration Date Fitter Today View By Medication Y gt Eligibility Lists gt Reports Medication Name Medication Class Prescribing Physician Dosage Start Date End Date Facility Notes Aspirin acetasalacylic Z Non Prescription as recommended 2005 08 23 2005 09 30 gt Case Hotes J Acid is Y Case Forms Frequency as recommended Admin Date Time Admin Code Admin By Hote Medications Delivery Route oral 2005 08 25 11 15 00 Administered One Ann_3 Times 9 00 4M 5 00 PM Tools and Utilities 00 PM 2005 08 25 12 00 00 Administered One Ann_3 Hote Page s 1 Add Medication A prompt will display asking if you really want to discontinue the medication Click Yes The medication will no longer be displayed on the Medications window 3 6 9 CHANGING A MEDICATION If you wish to change a medication or any aspect of its application such as frequency dates times or dosage you must delete the existing medication and add a new one
86. TS 60 Reserving a Bed 105 Scenarios 110 Screen Display 8 Search and Advanced Search 8 Security and Privacy 3 Self Evaluation 115 Summary 14 System Error 19 The OTC Checklist 97 Training Course Evaluation 115 Training Plan and Scenarios 109 Transfer 125 Understanding The CARIS System 116 What CARIS does 2
87. TS AND MEMBERS To clarify these three person descriptions A Client is a person who is the primary person in a Case and who is receiving service A Contact is a person who is connected to a Case but who cannot view the Ca or is just a person of interest to the Agency or the Case Worker s A Member is a person who is connected to a specific Case and who has acces CARIS Case File of that Client 2 6 EDITING AN EXISTING CONTACT Editing contact demographics may be a function that you have not been authorized to perform If this is the case the Edit Contact button will be grayed out and you will be unable to perform this operation To edit the file of an existing contact once you have found the contact and confirmed the identity Click the Edit Contact button GB CARIS Build0 54 Login Name Ann CYMH Login Time 8 8 2005 11 26 38 AM Se Search Help Y CARIS Ei Contact Details Scrooge Ebenezer Waiting Lists Y Beds Administration E General l Management Family Hame Scrooge Given Hame Rbenezer Reservations Preferred Hame Eb Aliases n Occupancy Date of Birth 25 Dec 25 Gender Male gt Internal Referrals Date of Death F gt Reports a AddtoCase PM Relateto Client PY Relationships Address Book Edit Contact Tools and Utilities I _ K The Edit Contact window will display and you can proceed to complete more fields or change existing information 27 EB CAR
88. This is for legal and medical practice reasons To change a Medication Open the Medication file Select the medication you wish to change Expand it GB CARIS Build 0 58 Login Nama An CYMH Login Time 8 26 2005 14 13 44 JAM Search Adv Search Help f Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Medications Y CARIS Waiting Lists gt Internal Referrals Administration Date Filter Today Y View By Medication v gt Case Transfers gt Eligibility Lists gt Reports Facility Notes Medication Name Medication Class Prescribing Physician Dosage Start Date End Date Aspirin acetasalacylic a Non Prescription as recommended 2005 08 23 2005 09 30 Case Hotes Acid Y Case Forms Frequency as recommended Admin Date Time Admin Code Admin By Hote hecale Delivery Route oral 2005 08 25 11 15 00 Administered One Ann_3 Times 9 00 4M 5 00 PM Tools and Utilities 3 00 PM 2005 08 25 12 00 00 Administered One Ann_3 Hote Page s 1 Add Medication Click Delete 97 11 Proceed as in Section 3 7 3 6 10 THE OTC CHECKLIST A checklist is provided to record the use of any Over The Counter medications that the client customarily uses or intends to use This provides a quick reference based on experience or other eviden
89. WO CA ICMVVYork 2005 07 26T00 00 00 anand 4 H 26700 00 00 3 Page s 1 Relationships Address Book Edit Client Check the demographics 2 3 EDITING AN EXISTING CLIENT Editing client demographics may be a function that you have not been authorized to perform If this is the case the Edit Client button will be grayed out and you will be unable to perform this operation To edit the file of an existing client once you have found the client and confirmed the identity Click the Edit Client button ES CARIS Build 0 54 Login Name Anni CYMH Login Time 8 4 2005 10 20 24 AM BT cheng Search Adv Search Help f Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Members Affiliates Case Plan Activities Close y CARIS E Edit Client Farrington Michael Waiting Lists Internal Referrals gt Case Transfers Basic Demographics Reports Status in Canada v Employment Status x gt Facility Notes Ethno cultural v Education Level v Background gt Case Notes a gt Case Forms Language x sona lt i i Tools and Utilities Lang Spoken at ze Primary Living a Home Arrangement Religious Practice v epoi v Aboriginal Origin v Dental Plan Band Status No PEN Guardianship Status be Bes Disabi
90. a aiii 110 423 OGING a Bed toa ROO Mirian iio 111 424 BEC Management a a 112 A A EA DEKNE AAEN OKENE AEEA ONHE EENEN 114 A26 lo 2 TC Cds ariaa EREA AEE EIRENE TAKE EREE ANASA 116 Mar OCCUPA diaa E A ee AE e I OE EE E ERSE 117 TramingPlan and Scenarios csiis uani daban 118 5 1 General Information and Getting Ready ocooccccccoccccnccnnccnocnconnonnnnnnannnnncnnnannnnns 118 A setae eacasesaarae 119 Do CEM ANOS E A E E E EENT EEE E E E PT TT E S 119 A or O E 124 O41 raining GOurse EValuaton aiii 124 Site eN VALIUM OM id a 124 5 4 3 Understanding The CARIS SysteM oncnnnnccnoncccccncnnnnnccnnononannnnnnrnnnnnnnnannnnnnrnnnnnnas 125 do NO OS iia 130 A se da A neato aceaae ne ach Gace sade gad aes eee 133 o AAA A ah saan gee eave see eos IO O A en eae 135 General Information and Procedures CARIS Community and Residential Information System is a case management application developed for the Provincial Services Division of the Ministry of Children and Family Development British Columbia Canada The development of this new information management tool enables the accurate and appropriate tracking of clients services and outcomes and helps to ensure accountability CARIS provides a new information management tool for CYMHS the Maples Youth Forensic Psychiatric Services and Provincial Services for the Deaf and Hard of Hearing CARIS is the result of a desire on the part of the Ministry to enhance service delivery by
91. ains a list of all the units rooms and beds available to the 4gency If you are authorized to do so you can edit any of the elements by clicking Deleted Deleted Deleted UTE Community Development Administration 8986 Active y CARIS Bed Management Waiting Lists Y Beds Administration Management Reservations Bed Name CDA Test Run Unit Special Needs Occupancy Room B4 AlE a Lita Cottage 1 Room 1 Bed A gt Reports Cottage 1 Room 2 Bed 1 Facility Hotes CS Test Run Unit Boy room B1 gt Case Hotes gt Alerts CS Test Run Unit Boy room B2 gt Case Forms CS Test Run Unit Boy room B3 Note that there is possibly more than a single page of listings The listings can be organized by clicking on the headings In the above case they are organized by Bed Name so the beds show up in alphabetical order You could organize the list by Status type or gender by clicking on the 112 CS Test Run Unit Boy room B4 CS Test Run Unit Extra room B1 CS Test Run Unit Extra room B2 CS Test Run Unit Extra room B3 CS Test Run Unit Extra room B4 CS Test Run Unit Girl Room B1 CS Test Run Unit Girl Room B2 CS Test Run Unit Girl Room B3 CS Test Run Unit Girl Room B4 Status Active Active Active Active Active Active Active Active Active Active Active Active Active Active Active Summary Participants Case Plan Activities Close Type Special Needs Regular Regul
92. al Program Active Add Room Consultative Services Deaf Access Office PSDH Unit C Community Development Administration Administration Trial Unit 1 Consultative Services Page s 12 You will see that the solid blue lines indicate specific Units When you expand a Unit the list of rooms will be shown and when you expand each room the bed information for that room displays 108 4 2 1 ADDING A UNIT Note that only authorized persons may add remove or otherwise edit rooms beds and units If you are not authorized to perform these actions the box will be grayed out and you will be unable to use it gB CARIS Build 0 56 Login Name training1 PSDHH Login Time 8 25 2005 11 06 24 AM Clients v Search Adv Search Help y CARIS Bed Administration Waiting Lists gt Beds gt Eligibility Lists Status Fitter AI Unit Fitter Al v gt Reports gt Facility Hotes PSDH Unit D victory Hill Residential Program Active Edt YW Add Room Trial Unit 2 A A Active Ja Trial unit 4 Youth Transition Administration Active Scenic Unit 1 Consultative Services Active CS Test Run Unit Consultative Services Active 4 DAO Test Run Unit Deaf Access Office Active CDA Test Run Unit Community Development Administration Active PSDH Unit B Deaf Access Office Add Room PSDH Unit C Community DevelopmepAdministration Deleted Add Room 4 Test Unit Administration Add Room ervic
93. als Objective Help him retain his own aprtment gt Case Transfers Action Arrange an interview at Job Search Ltd with Fred Bloggs gt Eligibility Lists Priority Priority 2 v Status Active x Dime Critical Date amarz00s End Date lazos gt Facility Hotes EN Note Interview as soon as he has his resume done 4 gt Case Forms gt Tools and Utilities Cancel Fill in the fields and make the Drop Down List selections Click Save The new Action will be added to the Objective in the Goals and Objectives window 52 ES CARIS Build 0 57 Login Name Ann CYMH Login Time 3 13 2005 3 12 44 PM f Michael Farrington Cases Details Relationships Address Book Close Cymh Outreach 1289 Active Summary Participants Case Plan Activities Close y CARIS Goals and Objectives Waiting Lists gt Beds gt Internal Referrals GOAL Youth Placement In Progress gt Case Transfers Goal Details Eligibility Lists Priority PRIORITY _1 Status Active gt Reports Critical Date 2005 09 12 Start Date 2005 09 12 End Dat Facility Notes Note Michael needs a job right away to pay his rent Case Hotes i OBJECTIVE Help him retain his own apriment In Progress Delete Create Action Case Forms Priority PRIORITY _1 Status Pending Activity gt Tools and Utilities Critical Date 2005 09 13 Approach Psychological Start Date 2005 09 13 End D ate where he has lived for three years and w
94. ame Eb Aliases ae gt Reports Date of Birth 25 Dec 25 Gender Male Facility Hotes Date of Death Tools and Utilities Address Book Relationships Relationships Address Book Edit Contact You have now added a new contact to the system database 2 5 FINDING AN EXISTING CONTACT To find a contact who is already in the system Type in all or part of the contact s name in the Search Criteria field 25 GB CARIS Build 0 54 Login Name Ann CYMH Login Time 8 8 2005 11 26 38 AM cr A contact Search Adu Search Help ae 1 Main Activities My Cases Welcome Ann CYMH Y CARIS Waiting Lists Y Beds Administration Announcements Time Filter Last 1 Month Add Management Reservations Occupancy Subject Importance Detail Page s 1 Internal Referrals 2005 07 14 Message no Importance Low Subjest of randomness Case Transfers Eligibility Lists gt Reports Facility Hotes Tools and Utilities Click Search A list of all contacts with Scr as part of their demographics will display GB CARIS Build 0 54 Login Name Anm CYMH Login Time 8 8 2005 11 26 33 AM br camas y Search Adv Search Help Main Activities My Cases Contact Search Results vy CARIS Waiting Lists Y Beds Administration CARIS ID PSCRO 83 Birth Date 1925 12 25 Contact Hame Page s 1 Management Scrooge Ebenezer Reservations Occupancy
95. ar Regular Regular Regular Regular Regular Regular Special Needs Special Needs Regular Regular Regular Regular Unit Fitter All R Gender Male Female Male Male Male Male Male Any Any Any Any Female Female Female Female Hote Page s 12345678 heading There is a filter available which will narrow the list if you know which unit you wish to view For example if you just want to view the Cottage listings Open the Unit Filter Drop Down list Select Cottage 1 f Michael Farrington Cases Details Relationships Address Book Close Community Vevelopment Administration 8986 Active Summary Participants Nase Plan Activities Close y CARIS Bed Management Waiting Lists Y Beds Administration Unit Fitter All v Management Reservations Bed Hame Status Type Gender Occupancy CDA Test Run Unit Boy Room B1 Blocked Regular Male gt Eligibility Lists CDA Test Run Unit Boy Room B2 Active Regular Male CS Test Run Unit DAO Test Run Unit gt Reports CDA Test Run Unit Boy Room B3 Active Regular Ne CDA Test Run Unit gt Facility Notes CDA Test Run Unit Boy Room B4 Active Regular eet pil Unit CDA Test Run Unit Extra Room B1 Active Regular re ie Soe an CDA Test Run Unit Extra Room B2 Active Regular Any CDA Test Run Unit Extra Room B3 Active Special Needs Any CDA Test Run Unit Extra Room B4 Active Special Needs Any CDA Test
96. at data in the course of clinical care by authorized users CARIS provides tightly controlled case based privacy which enables a case manager to determine who is able to view and contribute to a client s case CARIS handles privacy in a number of ways including the provision of a complete audit trail which enables the review of all accesses activities and interactions on a client s case CARIS ability to share data across program and office boundaries is controlled by the policies for data sharing of each organization Forms in CARIS are not documents that can be e mailed but are centralized and accessed remotely by authorized individuals on an as needed basis All accesses changes and views of the client forms are recorded and auditable CARIS ability to share data across program and office boundaries is controlled by the policies for data sharing of each organization 1 5 BASIC PROCEDURES 1 5 1 LOGGING IN Authentication and Authorization Process Access to CARIS is limited to persons who have a valid BCelD or IDIR account and have been provided with specific roles within CARIS The authorization for access and the role descriptions are provided to CARIS by MCFD The User must also have a valid password specifically for CARIS access The process is shown in the following diagram MCFD AUTHENTICATION SERVICES SECURITY REGISTRY CARIS WEB SERVER Multiple Roles amaw Selection Screen jiji
97. ation Type Young Men s and YoungWWomen s Christian Association YF Page s 1 Create Organization Click View The Organization Details window will display GB CARIS Build 0 54 Login Name Ani MH Login Time 05 11 34 33 AM YMCA Organizations W Search Adv Search Main Activities My Cases Organization Details Young Men s and YoungWomen s Christian Association Organization Hame Young Men s and YoungvVomen s Christian Association Organization Acronym YM YWCA Organization Type Youth and Farnily Description Physical Training sports and self development facilities Address book management Create Contract Edit Organization Create Internal Referral 32 2 10 EDITING AN EXISTING ORGANIZATION Editing existing organization details may be a function that you have not been authorized to perform If this is the case the Edit Organization button will be grayed out and you will be unable to perform this operation To edit the file of an existing organization once you have found the organization and confirmed its identity Click the Edit Organization button GB CARIS Build054 Login Name Ann CYMH Login Time 8 8 2005 11 34 33 AM YMCA Organizations w Search Adv Search Help haa Main Activities My Cases Organization Details oung Men s and YoungWomen s Christian Association E General Organization Hame Young Men s and Young VomenN Christian Association Organization Acr
98. ationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Goals and Objectives Waiting Lists gt Beds Internal Referrals GOAL Youth Placement In Progress Case Transfers Goal Details Delete Create Objective Eligibility Lists Priority PRIORITY 1 Status Active gt Reports Critical Date 2005 09 12 Start Date 2005 09 12 End Date Facility Notes Hote Michael needs a job right away to pay his rent Case Hotes i OBJECTIVE Help him retain his own aprtment In Progress Delete Create Action Case Forms Priority PRIORITY 1 Status Pending Activity gt Tools and Utilities Critical Date 2005 09 13 Approach Psychological Start Date 2005 09 13 End Date Hote He needs to keep his aprtment where he has lived for three years and where hefeels sate e ACTION Help him write his resume by the 15th Priority PRIORITY _1 Status ive Start Date 2005 09 13 End Date 2005 09 15 Hote Page s 1 Create Goal To achieve the Objective you will prob bly need to take other Actions Click on Create Action again GB CARIS Build 0 57 Login Name Ann eCYMH Login Time 9 13 2005 3 12 44 PM Clients v Search Adv Search Help f Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Create Action Waiting Lists gt Beds gt Internal Referr
99. ay A CO Search J Ade Search Heip f Jason Marceau Cases Details Relationships Address Book Close 7 CANE a Relationships Marceau Jason Wain Lists Bede b Dligibility Lists Person Tyre Relation Siani Bate bel Date lhis P Reports Dean Sirva gt e Facility Morea F Alevts o a lt F Fill in the appropriate fields Click Save Relationship The Relationship window will now include the new relationship Jason Marceau Caves Details Relationships Address Book Close Fligtbiliry Lista Person Type Relation Start Date Lire Date ms gt Reports Dean Sieve Fannty Cousin 2005 07 12 s gt Facility Hotes Fnermgton Menari Encina Freri 2005 08 26 Ea Alerta 35 2 12 FINDING AN EXISTING RELATIONSHIP To find details about an existing relationship with the client In Context on the Client Details window Click on Relationships GB CARIS Build 0 57 Login Name Anm PSDHH Login Time 9 12 2005 2 39 5 PM michael Clients v Search Adv Search Help f Michael Farrington Cases Details Relationships Address Book Close Y CARIS fi Client Details FaMington Michael Waiting Lists gt Beds Eligibility Lists E Basic Demographics gt Reports Family Hame Farrington Given Hame Michael gt Facility Hotes Middle Initial a Preferred Hame Mike Aliases ii Gender Male ee Date of Birth 10 Mar 36 Qate of Death CARIS ID 100005
100. bility Lists Case Id 1289 Admission Date Reports Case Manager fhe Ann_3 Est Discharge Date Facility Notes Referral Source Self Discharge Date gt Case Hotes Referral Mode Walk in Case Close Date Bed Information Waitlist Informytion Case Forms Tools and Utilities MELO ME KE O E E Click on Participants 37 The list of participants including affiliates attached to the client case will display 88 CARIS Build 0 56 Login Name Ann CYMH Login Time 8 22 2005 2 06 14 PM ciente Search Adv Search Help fi Michael Farrington Cases Details Relationships Address Book Close Cymh Outreach 1289 Pre Admit Summary Participants Case Plan Activities Close Y CARIS Participants List Waiting Lists gt Internal Referrals Case Transfers gt Eligibility Lists Hame Case Access Start Date End Date j neno One Ann_3 Case Manager 2005 08 04 Huber Anna Maria Case Worker 2005 08 08 2005 08 30 Remove gt Facility Notes gt Case Hotes Page s 1 Case Forms z O Affiliates gt Tools and Utilities Hame Role Start Date End Date Reginald David General 2005 08 22 Dean Steve General 2005 08 22 Page s 1 To add a new affiliate to the list Perform a Contact search Section 1 8 1 and if the contact is in the system they will display GB CARIS Build 0 56 Login Name Ann CYMH Login Time 8 22 2005 2 06 14 PM m foma v Search adu Sear
101. bility Lists Middle Initial Ae Preferred Hame Jason Aliases fi Gender Male obari Date of Birth 28 Jul 78 Date of Death Facility Hotes CARIS ID 1000000 Address Book Adress Book _ When performing ANY functions that involve a specific client make sure that the client is IN CONTEXT before doing so You will note that a new row of functions displays under the Client s name when a Client is In Context 7 6 1 CASES Clicking on this item opens a window listing all the cases involving the Client who is In Context GB CARIS Build 0 57 Login Name training1 PSDHH Login Time 826 2005 11 59 30 AM a ooe Search Adv Search Help Michael Farrington Cases Details Relationships Address Book Close y CARIS Case List Waiting Lists Beds gt Eligibility Lists Reports Case Status Filter All v Facility Hotes gt Alerts Case Type Case Status My Case Role Start Date Administration Pre Admit Case Manager 2005 08 23 pie eel Active Case Manager 2005 08 23 Consultative Services Pre Admit Case Manager 2005 08 25 Deaf Access Office Active Case Manager 2005 08 23 Victory Hill Residential Program Referral Case Manager 2005 08 23 Page s 1 Other Client Cases El Affilicate Cases New Referral 1 6 2 DETAILS Clicking on Details opens the description of the Client s demographic and other information 11 gB CARIS Build 0 54 Login Name Ann CYMH Login Time 8 4 2005 1
102. ce concerning the client s compatibility with or success with OTC medications Expand Case Forms Click on Medication Management Click on OTC Checklist 3 CARIS f Jason Marceau Program B 35749 Referral Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y YFV CARIS OTC Checklist Summary Waiting Lists gt Eligibility Lists Date Signed Off by Physician Placed in Client s Central File Internal Referrals Case Transfers Page s 1 Reports Organization Hotes Client Forms Case Hotes Alerts Y Case Forms Lab Tests Y Medication Management Medications OTC Checklist Since no Checklist is shown Click Add 98 GB CARIS Login Name Ann YFY Login Time 9 22 2005 3 45 08 PM Jason Marceau Cases Details Relationships Address Book Close Y YFV CARIS Waiting Lists gt Eligibility Lists Internal Referrals Case Transfers Reports Organization Hotes Client Forms gt Case Hotes Alerts Y Case Forms Lab Tests Y Medication Management Medications OTC Checklist Diagnostic Assessments Budget Notes Other Forms Assessments External Services Tools and Utilities A change Search Adv Search Heip Program B 35749 Referral Summary Participants Case Plan Activities Close OTC CheckList Date 9 22 2005 Ez E E A Pain Reliever Hame Comment 1 Advil ves O No
103. ch Help Login Time 3 24 2006 11 00 03 AM PSDHH client y cn ae Main Activities My Cases y CARIS Activities Search Waiting Lists Beds Eligibility Lists Start Date len 6 2006 lt October 2005 gt gt Reports End Date 3 24 2006 Organization Notes Display Activities 18 19 21 25 26 28 1 A O EEF Today 3 24 2006 Time Frame With no Case in context you can access any non case specific activities by defining the time frame and clicking Display Activities GB CARIS een se Search Adv Search Help Login Time 3 24 2006 11 00 03 AM PSDHH Cilanis hs Adv Search Y CARIS Activities Display Activity Type Filter Waiting Lists gt Beds gt Eligibility Lists Activity Filter All Activities All Activities Announcement icati ol Communication Note Communication Hote 2006 03 07 12 00 AM Tonie Based iconsulkadah Safety Procedure 2006 02 13 11 30 AM Bateti rocedure gt Reports gt Organization Hotes m a Safety Procedure 2006 02 13 11 30 AM m a Safety Procedure 2006 02 13 11 15 AM m a Communication Note 2006 02 13 12 00 AM m o Topic Based consultation 2006 02 13 12 00 AM Safety Procedure 2006 02 03 3 15 PM Edit Announcement 2006 01 10 12 00 AM Communication Hote 2006 01 10 12 00 AM Edit m Communication Hote 2005 12 30 12 00 AM m a
104. ch Heip Michael Farrington Cases Details Relationships Address Book Close Cymh Outreach 1289 Pre Admit Summary Participants Case Plan Activities Close Y CARIS Contact Search Results Waiting Lists gt Internal Referrals gt Case Transfers CARIS ID Contact Hame Birth Date gt Eligibility Lists PTHER 100000038 Theresa Elizabeth 1902 04 12 Reports gt Facility Hotes Page s 1 Case Notes gt Case Forms Tools and Utilities If the person is NOT in the system try their name spelled differently or perform an advanced search Section 1 8 2 If they still don t show up Create a New Contact as in Section 2 4 Click View BB CARIS Build 0 56 Login Name Ann CYMH Login Time 8 22 2005 2 06 14 PM mh A contacs v Search Adv Search Heip Michael Farrington Cases Details Relationships Address Book Close Cymh Outreach 1289 Pre Admit Summary Participants Case Plan Activities Close Y CARIS E Contact Details Theresa Elizabeth Waiting Lists Internal Referrals gt Case Transfers gt Eligibility Lists Reports Facility Hotes gt Case Hotes Case Forms Tools and Utilities Family Hame Theresa Given Hame Elizabeth Preferred Name Mother Aliases ae Date of Birth 42 Apr 02 Gender Female Date of Death Address Book Relationships Add to Case Relate to Client Relationships Address Book Edit Contact Click Add to Case
105. chieve the Objective s which should then result in the achievement of the Goal s With the Goals and Objectives window open Click on Create Action You will note that this button is in the Objectives part of the display You can t generate an Action until you have decided on an Objective GB CARIS Build 0 57 Login Name Ann CYMH Login Time 9 13 2005 3 12 44 PM Clients v Search Adv Search Help Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Create Action Waiting Lists gt Beds gt Internal Referrals Objective Help him retain his own aprtment gt Case Transfers Action Help him write his resume by the 15th gt Eligibility Lists Priority Priority 1 Status Active w gt Reports Critical Date Basos o End Date jansoos Facility Hotes gt Case Notes Note gt Case Forms Tool d Utiliti gt Tools and Utilities Fill in the appropriate fields and select the appropriate items from the Drop Down Lists Action is always a text entry Type in any Actions Add a Note if necessary Click Save The Action will be appended to the Goals and Objectives list 51 GB CARIS Build 0 57 Login Name Ann CYMH Login Time 3 13 2008 fa 0 cients Search Adv Search Help f Michael Farrington Cymh Outreach 1289 Active Cases Details Rel
106. d Objective and type an objective into the text box and then add whatever Notes are needed to explain the objective s You can have several objectives for a given Goal but you have to create each one separately The Objective will now be added to the Goal in the Goals and Objectives window 50 88 CARIS Build0 67 Login Name Anm CYMH Login Time 9 13 2005 3 12 44 PM Search Adv Search Help f Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Goals and Objectives Waiting Lists gt Beds Internal Referrals GOAL Help him find ajob gt Case Transfers Goal Details elete Create Objective Eligibility Lists Priority PRIORITY_1 Status Active gt Reports Critical Date 2005 09 12 Start Date 2005 09 12 End Date Facility Hotes Hote Michael needs a job right away to pay his rent Case Hotes OBJECTIVE Help him retain his own aprtment In Progress Create Action Case Forms Priority PRIORITY 1 Status Pending Activity gt Tools and Utilities Critical Date 2005 09 13 Approach Psychological Start Date 2005 09 13 End Date Hote He needs to keep his apriment where he has lived for three years and where he feels safe Page s 1 Create Goal 2 22 3 CREATING AN ACTION Now that you have established the Goals and Objectives for the client you can decide on what Action s to take to first a
107. d Date EJM Y Eligibility Lists Minimum Participants Maximum Participants reso Summary i List Description gt Reports gt Facility Hotes gt Case Hotes gt Case Forms gt Tools and Utilities Fill in the fields using the Drop Down Lists and text fields Some fields are mandatory and a prompt will display if these fields are not completed prior to clicking Save GB CARIS Build 0 57 Login Name Ann CYMH Login Time 9 19 2005 2 36 36 PM tao oo Clients v Search Adv Search Help f Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Create Eligibility List Waiting Lists gt Beds Internal Referrals List Name Mental Aerobics Case Transfers Start Date 97772005 End Date 3772006 M Y Eligibility Lists cl Minimum Participants 4 Maximum Participants lis Management A weekly class to stimulate creativity by using various mental exercises and games Summary List Description Reports gt Facility Hotes gt Case Hotes gt Case Forms Save Cancel 5 Click Save GB CARIS Build 0 57 Login Name Ann CYMH_ Login Time 9 19 2005 2 36 36 PM fas clients v Search Adv Search Help Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Eligibilit
108. d in the system 117 5 Training Plan and Scenarios This Training Plan is intended for use with the CARIS User Manual and a working demonstration version of the CARIS System The Training Manual contains the following Sections Section 1 General Information and Getting Ready 13 An overview of the Training Plan 14 What you will need 15 Training Program Schedule Section 2 Using CARIS An overview of the system and its capabilities Section 3 Scenarios Typical situations used as practice samples for the purpose of familiarization with the system Section 4 Evaluations 16 Training evaluation 17 Self evaluation Section 5 Notes Pages for the Trainee to make notes 5 1 GENERAL INFORMATION AND GETTING READY The Training Session s will be conducted using this Manual as a reference and a demonstration program for practice purposes Since the program is for demonstration purposes only you need not be afraid of making a mistake or messing up the program Due to the fact that CARIS is used by several different agencies the Screen Shots in the manual and the graphic interface of the demonstration program may not be identical to the one you will actually use Some items in the Navigation Tree as it is shown will not be available at your agency What you will require 18 One 1 days time at the location specified 8 hours per day 19 A couple of pens 20 A computer terminal with a web browser provided 21 A copy of the
109. d0 57 Login Name Ann PSDHH_ Login Time 9 1 2005 11 27 04 AM a Search Adv Search Help Main Activities My Cases y CARIS Create Announcement Waiting Lists gt Beds gt Eligibility Lists Date 200 Reports Subject CB Consultation v Facility Notes importance iar Administrative Log Microsoft Internet Explorer Announcement Facility Incident Report A Notes Bad Format Contains invalid characters or maximum note size of 1500 characters may have been exceeded Safety Procedure Topic Based Consultation Check the way you have written your details The system doesn t like odd characters and symbols so sometime it will reject them In this case it doesn t like the Quotes around End Date Remove them and your announcement is accepted GB CARIS Build 0 57 Login Name Ann PSDHH Login Time 9 1 2005 11 27 04 AM e Search Adv Search Help Main Activities My Cases Y CARIS Welcome Ann PSDHH Waiting Lists gt Beds Announcements gt Eligibility Lists gt Reports Time Filter Last 1 Month Add Y Facility Notes Administrative Log Date Subject Importance Detail Announcement na Meeting with MF and parents with constable 2005 09 01 Meeting High pierda Facility Incident Report gt Please ensure that you enter the End Date correctly Safety Procedure fone TP Spams High when recording a TB Consultation Topic Based Consultation Page s 1 Your announcement shows up on everyone s Main
110. database who match the criteria you will get a prompt that asks you to refine or narrow your criteria to reduce the range of possible responses Searches can be performed at any time regardless of who is in Context or what other function you are performing However you will leave the window you were in and end up with the search results You will also lose any inputted data from the previous window that has not been saved or entered Search Criteria Field B CARIS Build 0 54 Login Name Ann CYMH Login Time 8 2 2005 1141 15 27 A hi arce au Welcome Ann CYMH vy CARIS Waiting Lists Announcements Beds Internal Referrals Add gt Case Transfers Time Filter Last 1 Month v gt Eligibility Lists Date Subject Reports Facility Hotes 2005 07 14 Message of no Importance Tools and Utilities To conduct a search Enter a name or part of a name in the Search Criteria field From the drop down list select Client Contact Member or Organization Click on the Search button 16 A list of all persons in the database whose name s or demographics match the search criteria and who fit the drop down Search category will display EB CARIS Build 0 54 Login Name Ann CYMH Login Time 8 2 2005 11 15 27 AM Search Adv Search Help Main Activities My Cases Y CARIS Client Search Results Waiting L
111. derstand Don t Understand Don t Understand Don t Understand Don t Understand Don t Understand Edit an existing organization Understand Mostly Understand Questions Create a new Relationship Understand Mostly Understand Questions Find an existing relationship Understand Mostly Understand Questions Edit an existing relationship Understand Mostly Understand Questions Case Management Create a new case referral Understand Mostly Understand Questions Find an existing case Understand Mostly Understand Questions Admit a Client Understand L Mostly Understand Questions Discharge a Client 128 Don t Understand Don t Understand Don t Understand Don t Understand Don t Understand Don t Understand Don t Understand Understand Mostly Understand Questions Deactivate a case Understand Mostly Understand Questions Add a contact to a case Understand Mostly Understand Questions Add a Member to a Case Understand Mostly Understand Questions Develop a Treatment Plan Understand Mostly Understand Questions Create a Goal Understand Mostly Understand Questions Create an Objective Understand Mostly Understand Questions Create an Action plan Understand Mostly Understand Questions 129 Don t Understand
112. e Deleted Ea Acc Room PSDH Unit C Community Development Administration Deleted Test Unit Administration Deleted The Unit is now added to the list 4 2 2 ADDING A ROOM TO A UNIT A Unit will contain one or more rooms To add a room to a Unit Click on Add Room The Create Room window will display Give the room a name Click on Save NOTE On almost every operation you perform you will receive a prompt that asks if you really want to perform the operation OK will activate the operation Cancel will take you back to the previous window EB CARIS Build0 56 Login Name training1 PSDHH Login Time 8 25 2005 11 06 24 AM Search Adv Search Help Main Activities My Cases Y CARIS Create Room Waiting Lists gt Beds gt Eligibility Lists Name Room 2 gt Reports Admin Status gt Facility Notes save fy cence Microsoft Internet Explorer 2 Are you sure you want to create this room The newly created room will be added to the Unit on the summary page 110 GB CARIS Build 0 56 Login Name training1 PSDHH Login Time 8 25 2005 11 06 24 AM Y CARIS Waiting Lists gt Beds gt Eligibility Lists gt Reports Facility Hotes PSDH Unit D Trial Unit 2 Trial unit 4 Scenic Unit 1 CS Test Run Unit DAO Test Run Unit CDA Test Run Unit VHRP Test Run Unit YT and Admin Test Run Unit Ryan s Unit Cottage 1
113. e Method Duration Hotes Internal Referrals 2005 09 22 Information Phone 15 mins 3 gt Case Transfers 2005 09 22 Service Request Email 25 mins E gt Reports 2005 09 21 Referral Email Unknown Status z Y Organization Hotes Communication Notes PREE SENEESE Walk in Unknown Status 3 Announcement 2005 09 21 Referral Phone Unknown Status Facility Incident Report 2005 09 21 Service Request Walk in Unknown Status Safety Procedure 2005 09 14 Advocacy Fax 5 mins E Topic Based 2005 09 12 Education Mail Courier 60 mins gt Client Forme 2005 09 08 Advocacy Phone 50 mins ES pe ma oian 2005 08 30 Referral Email 5 mins E Alerts Case Forms Page s 1 Assessments External Services Tools and Utilities 3 3 5 RECORDING A SAFETY EVENT FIRE SMOKE TEST To record a safety incident or event Click on Safety Procedure in the navigation tree under Organization Notes Fill in the appropriate fields using the drop down list to identify the type of event EB CARIS Build 0 55 Login Name Anm CYMH Login Time 8 18 2005 10 46 20 AM tar clients v Search Adv Search Help Main Activities My Cases y CARIS Safety Procedure Waiting Lists Beds gt Internal Referrals Date 8722 2005 EM Time 12 00 AM Gad Case Transfers Procedure Type Smoke Detectors v gt Eligibility Lists Notes Small fire in washroom caused by cigarette in waste basket Reports Y Facility Notes Administrative Log A
114. e Plan Activities Close Y CARIS Care Plan Checklist Waiting Lists gt Beds gt Eligibility Lists gt Reports Type nitia Period ki Date 1013 2005 gt Organization Hotes Case Notes gt Alerts Y Case Forms Admission Interview Budget Notes Care Plan Checklist Independent Living ILS Assessment Medications OTC Checklist E A Relationship with Self mo N w na 0 1 Self Esteem and Confidence 2 Positive Self Identity 3 Accountability and Personal Ethics 4 Responsibility 5 Self Control 00000 a o E o K o o ES o Eu o c o i o E o 6 Stress Management B Relationship with Family C Relationship with Others D Health and Self Care E Activities of Daily Living F Educational and Vocational G Recreational and Cultural H Spiritual and Moral Development I Community Service Fill in as much of the form as you can or need for your purposes Click Save The Checklist will be saved and recorded in the Checklist Summary 89 Login Name Ann PSDHH Login Time 10 13 2005 10 37 27 AM jason Clients w Search Adv Search Help Jason Marceau 1001264 Victory Hill Residential Program 56100 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Care Plan Checklist Summary Waiting Lists Beds Date Type Period gt Eligibility Lists 2005 10 13 Initial Nov Reports Organization Hotes Page s 1
115. earch Adv Search Help fi Jason Marceau Program B 35749 Referral Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y YFV CARIS Presenting Issues Waiting Lists gt Eligibility Lists Presenting Issues Mj Internal Referrals Alcohol and Drug Abuse gt Case Transfers Allergies Reports Devlopmental Disorder Organization Hotes Eating Problems Enuresis Soiling Client Forms Financial Reported by Head Injury Date 9 22 2005 Y Case Hotes Medication Problems Attach File ae Mental Handicap st snacks all the time Physical Handicap Client Based Consultation Poor Self Care Client Correspondence Log Seizures Convulsions Sleeping Problems Critical Incident Report Speech Problems s E Add Delete Progress Notes atemei Erowse Health isit Referral Observation Session Notes Supervision Warning Personal History Presenting Issues ts ias Cancel J A variety of issues is provided You may select one or more of these issues Select an Issue Click Add GB CARIS Login Name Ann YFV Login Time 9 22 2005 4 31 43 PM ae Search Adv Search Help f Jason Marceau Program B 35749 Referral Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y YFV CARIS Presenting Issues Waiting Lists do tees Presenting Issues vi Internal
116. earch Adv Search Help Michael Farrington 1022257 VHRP 74880 Follow up Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Case Summary Waiting Lists Beds gt Eligibility Lists Case Type VHRP Referral Date Oct 31 2005 Case Status Follow up Accept Reject Date Oct 31 2005 Reports a Case Id 74880 Admission Date Oct 31 2005 Organization Hotes Case Manager Villeneuve Ann Est Discharge Date Now 23 2005 Case Hotes Referral Source Self Discharge Date Oct 31 2005 gt Alerts Referral Mode Walk in Case Close Date Phase Days 0 gt Case Forms Bed Information Waitlist Information Referral Hote Close Case Click on Close Case The Close Case window will display 44 CARIS ogin Name Ann PSDHH Login Time 10 31 2005 11 59 51 AM michael Clients v Search Adv Search Help Michael Farrington 1022257 VHRP 74880 Follow up Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Close Case Waiting Lists gt Beds gt Eligibility Lists Effective Date 10 31 2005 Reports Completed ho Reason for Closure gt Organization Hotes Case Hotes gt Alerts Close Case Cancel gt Case Forms Select the effective date for closing the case Select a reason from the drop down list Click Close Case The Case S
117. eate Communication Note Waiting Lists gt Beds gt Eligibility Lists Date 372272005 gt Internal Referrals Type Service Request Y e al Contact Method Email v gt Reports Duration minutes 25 v Y Organization Hotes Miles Communication Notes Announcement Basil will be unable to attend the Friday meeting his mother is in Facility Incident Report Safety Procedure Save Cancel Topic Based Consultation Save Cancel met De we LLL Add whatever notes you wish If you wish to append an e mail to the record for future reference you can Open the e mail Select All and Copy to obtain the body of the e mail and the address and details of the sender Paste it into the Notes section of the Communication Notes above Click Save A prompt will display asking if you are sure you wish to Save this event Microsoft Internet Explorer an J Are you sure you Wish bo create this administrative log Click OK and it will be saved and recorded in your Communication Notes 68 88 CARIS Login Name Ann YFY Login Time 9 22 2005 2 22 43 PM ma Clients v Search Adv Search Help fi Jason Marceau Program C 39147 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y YFV CARIS Communication Notes Waiting Lists gt Beds Time Filter gt Eligibility Lists Date Typ
118. en you log on to CARIS you will see your personal desktop It will show your User Name You will only be able to access your own cases information and activities The system does this automatically for security and privacy reasons You will be able to search the entire database for persons but will only be able to view and edit their Client Details EB CARIS Context Bar cams taas een ion P PSDHH EE Search Ag Search Heip Logout Login Time 3 23 2010 2 03 13 PM as A Mr A Main Activities My Cases Welcome TRAINING_02 CARIS PSDHH User Name Announcements Waiting Lists Archives Beds Eligibility Lists Time Filter gt Reports Subject Importance Program Location Organization Notes Page s 1 Add Announcement Interface Title Navigation Tree Main Information Area 1 5 3 CONTEXT BAR The Context Bar is the area where the Client Name and if he she has one the Case Description will display This is important and is described in more detail below 1 5 4 NAVIGATION TREE The expandable list of functions that can be performed using CARIS These functions change based on user and the context l e case context client context systems context More on context below 1 5 5 MAIN INFORMATION AREA This is where all the information tables windows and data display 1 5 6 INTERFACE TITLE Indicates what function or area in the system you are presently accessing 1 5
119. es Deleted Add Room Trial Unit 1 Consutative Page s 12 Click on Add Unit The Create Unit window will display EB CARIS Build 0 56 Login Name training1 PSDHH Login Time 8 25 2005 11 06 24 AM af clients v Search Adv Search Help Main Activities My Cases Y CARIS Create Unit Waiting Lists Y Beds Administration Name Cottage 1 Management Program Reservations cS E ie Occupancy SFCD gt Eligibility Lists Admin Status Active Reports Facility Hotes save Jf cance Enter the name of the Unit Click on the appropriate program Click Save 109 GB CARIS Build 0 56 Login Name training1 PSDHH Login Time 8 25 2005 11 06 24 AM O Search Adv Search Help Main Activities My Cases Y CARIS Bed Administration Waiting Lists Beds Eligibility Lists Status Fitter a Unit Filter All Mi Reports Facility Notes PSDH Unit D Victory Hill Residential Program Active 2 toto AE Trial unit 4 Youth Transition Administration Active Scenic Unit 1 Consultative Services Active CS Test Run Unit Consultative Services Active 4 CDA Test Run Unit Community Development Administration Active YT and Admin Test Run Unit Youth Transition Administration Active Ryan s Unit Victory Hill Residential Program Active Cottage 1 Deaf Access Office Active Consultative Services Room PSDH Unit B Deaf Access Offic
120. ew Deaf Access Office 18285 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Case Summary Waiting Lists gt Beds gt Eligibility Lists Case Type Deaf Access Office Referral Date Aug 30 2005 Case Status Pre Admit Accept Reject Date Aug 30 2005 gt Reports E Case Id 18285 Admission Date Facility Notes Case Manager One Ann_2 Est Discharge Date Case Hotes Referral Source Addition Services Discharge Date gt Alerts Referral Mode Fax Case Close Date Bed Information i gt Case Forms Waitlist Information ESETI ES 0 nmm E 1 6 CLIENT CONTEXT The term In Context as used in this system means the Client and or Case whose names appear in the Context Bar Section 1 7 Changes can only be made to a Client s file when the Client is In Context This is indicated by the client s name being displayed on the Context Bar See also Section 1 5 9 Context for a description of what Context means and how it works 10 88 CARIS Build0 54 Login Name Ann CYMH Login Time 8 2 2005 11 15 27 AM Marceau sd Search Adv Search Help Jason Marceau Cases Details Relationships Address Book Close A m Client Name Y CARIS Client Details Marceau Jason Waiting Lists gt Beds gt Internal Referrals E Basic Demographics gt Case Transfers Family Hame Marceau Given Hame Jason gt Eligi
121. ffering 44 A client is asking about where to book interpreters in Kelowna You call the client back and give them the phone number You record this on your call log 45 A person is calling about bus services for the physically disabled You call back and refer them to another agency Record the call 46 A prospective client calls and is requesting services Set up the client You are only able to set up a basic demographic i e gender name and d o b The client will call back later Don t open a case 47 The Program Coordinator asks you to set up the Videoconference class scheduled for the fall of 2005 eligibility management The class must have a minimum of 5 registrations and a maximum of 10 Determine the length of the course and add other detailed information such as time dates day of the week the instructor location Purpose of the course 48 You have returned from an outreach trip on which you had no access to a computer and could not add progress notes You met with three clients and now you want to record your observations Create three notes for three clients 49 In the middle of recording your progress notes the client from b calls back with more details about the family Open a case in the SFCD area Complete a assessment in moving from referral to admit Record the family members address and other contact information Add the family members to the case 50 Return to the progress note for the second client from
122. ganization Templates Description Physical Training sports and self development facilities Fill in as many fields as you can Click Create Organization A dialogue box will display asking you if you want to create this organization Microsoft Internet Explorer YD Are vou sure vou want bo create this organization Click OK The Organization Details box will display containing the information you have entered 30 GB CARIS Build 0 54 Login Name Ann CYMH Login Time 8 3 2005 11 34 33 AM YMCA Organizations W Search Adv Search Help Main Activities My Cases Organization Details Young Men s and YoungWomen s Christian Association Organization Hame Young Men s and YoungWWYomen s Christian Association Organization Acronym YM YWICA Organization Type Youth and Family Description Physical Training sports and self development facilities Address Book Address book management Create Contract Edit Organization You have now added a new organization to the system database 2 9 FINDING AN EXISTING ORGANIZATION To find an organization that is already in the system Type in all or part of the organization s name in the Search Criteria field Select Organizations from the drop down list GB CARIS Build0 54 Login Name Ann CYMH_ Login Time 8 8 2005 11 34 33 AM YM YWCA Search Adv Search Help Main Activities My Cases Welcome Ann CYMH Announcements
123. he Navigation Tree 3 5 1 CREATING A GENERAL ALERT Clicking on General Alerts to bring up the General Alerts information window 88 CARIS Login Name Ann YFV Login Time 9 22 2005 3 21 08 PM mae Search Adv Search Help Jason Marceau Program B 35749 Referral Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y YFV CARIS General Alerts Waiting Lists gt Eligibility Lists gt Internal Referrals Type Creator Start Date End Date Hotes gt Case Transfers gt Reports Page s 1 gt Organization Notes gt Client Forms Case Hotes Y Alerts General Alerts Supervision Alerts G e n e ra A e rts Ad d A e rts To add an alert to a client s file Click on the Add Alert button Select the type of Alert from the drop down list Enter any pertinent information in the Notes field Click Submit Save 83 EB CARIS Login Name Ann YFY Login Time 9 22 2005 3 21 08 PM mae Search Adv Search Help Jason Marceau Program B 35749 Referral Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Alert Tvpe Create Alert Eligibility Lists Internal Referrals gt Case Transfers Start Date 2005 09 22 End Date Fale Reports Alert Type Sexually Intrusive vv Organization Hotes Don t turn your back on him for a seconalll Client F
124. here he feels safe Hote He needs to keep his aprtment e ACTION Help him write his resume by the 15th Priority Start Date Hote PRIORITY _1 2005 09 13 Status Active End Date 2005 09 15 e ACTION Arrange an interview at Job Search Ltd with Fred Bloggs Priority PRIORITY _2 Status Active Start Date 2005 09 13 End Date 2005 09 17 Hote Interview as soon as he has his resume done Page s 1 Create Goal 2 23 GENERATING THE CASE HISTORY The Activities list is the Case History You can view the Case specific Activities list at any time that the particular Case is In Context With the Client and Case In Context Click Activities 88 CARIS Build 0 57 Login Name Ann CYMH Login Time 9 13 2005 3 12 44 PM fi Michael Farrington Cases Details Relationships Address Book Close Cymh Outrea Summary Participants Case Plan Activities Close y CARIS Activities Display Waiting Lists Beds Internal Referrals gt Case Transfers Eligibility Lists Reports Facility Hotes gt Case Hotes Case Forms Tools and Utilities Activity Filter All Activities Admitted by Ann 2005 08 25 15 34 Medication Intervention Medication Intervention Medication Intervention Case Affiliate Update by Ann 2005 08 22 15 00 Client Based Consultation by Ann 2005 08 22 14 28 re Case Affiliate Update by Ann
125. him with his resume will try to find someone with the time Case Forms Tools and Utilities Attachment Browse E Goals amp Objectives GOAL Youth Placement O OBJECTIVE Help him retain his owen aprtment Create Note Select the appropriate items from the Drop Down Lists Enter the correct date and duration of the Session Enter the names and Roles of the people attending the Session 80 NOTE You must at least put your own name and role in before you can create the note Click on Add to record the Member s in attendance BB CARIS Build 0 57 Login Name Ann CYMH Login Time 9 14 2005 10 28 27 AM br Ml Clients v Search Adv Search Help Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Session Notes Waiting Lists Beds oia gt Case Transfers Date lan 4 2005 Start Time h 2 00 AM lid Duration 02 00 v gt Eligibility Lists Appointment Type Client vw ees Topic Subject job gt Facility Notes Mode of Meeting Face to Face v vy Case Hotes General Alerts Memper x Role Attach File One 4nn_3 Case Manager Client Based Consultation Client Correspondence Log Progress Notes As bd Role SS Health Wisit Referral Observation
126. ibility Lists gt Reporte Start Date End Date friner2005 Organization Hotes Supervision Alert Type Special Attention v Case Hotes Y Alerts Notes he s showing signs of depression please kepp an eye on him A General Alerts Supervision Alerts ii gt Case Forms 85 Click Submit Save 3 CARIS Login Name Ann PSOHH Login Time 11 7 2005 12 50 51 PM Peg Search Adv Search Help Robert Charlton 1022025 VHRP 65862 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Supervision Alerts Chariton Robert Waiting Lists Beds gt Eligibility Lists Type Creator Start Date End Date Hotes daa Special Attention Villeneuve Ann 2005 10 19 E gt Organization Hotes 3 Special Attention Villeneuve Ann 2005 11 07 2005 11 18 5 Case Hotes Alerts Page s 1 Case Forms The Supervision Alert icon will be displayed until the End Time is reached or the alert removed and the Alert will be listed 3 6 CASE FORMS Only used in VHRP program at present The Case Forms function provides standardized forms for recording medication information specific to a Client and Case Note that this function is only visible in the Navigation Tree when a Case is In Context 3 6 1 RECORDING THE ADMISSION INTERVIEW The Admission Interview contains the demographic and personal information of the Client as recorded by the admitti
127. ies Close y CARIS Participants List Waiting Lists gt Internal Referrals gt Case Transfers gt Eligibility Lists Hame Case Access Start Date End Date Reports One Ann_3 Case Manager 2005 08 04 Huber Anna Maria Case Worker 2005 08 08 2005 08 30 Remove Facility Notes gt t Case Notes Page s 1 gt Case Forms E Affiliates Tools and Utilities Hame Role Start Date End Date Reginald David General 2005 08 22 Dean Steve General 2005 08 22 Page s 1 1 7 3 CASE PLAN The Case Plan contains the Goals and Objectives regarding the Client and this Case There can be more than one Goal and more than one Objective for each Goal See Section 2 22 EB CARIS Build 0 57 Login Name Anni CYMH Login Time 9 13 2005 3 12 44 PM Search Adu Search Help f Michael Farrington each 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Goals and Objectives Waiting Lists Beds Internal Referrals GOAL Youth Placement In Progress Case Transfers Goal Details Delete Create Objective Eligibility Lists Priority PRIORITY _1 Status Active gt Reports Critical Date 2005 09 12 Start Date 2005 09 12 End Date Facility Notes Hote Michael needs a job right away to pay his rent Case Hotes OBJECTIVE Help him retain his own aprtment In Progress Create Action Case Forms Priority PRIORITY 1 Status Pending Activity
128. ies O OBJECTIVE Help him retain his own apriment Select the appropriate items from the Drop Down Lists Enter the correct date and times of the visit 78 88 CARIS Build 0 57 Login Name Ann eCYMH Login Time 9 14 2005 10 23 27 AM Michael Farrington Cases Details Relationships Address Book Close y CARIS Waiting Lists gt Beds Internal Referrals Case Transfers gt Eligibility Lists gt Reports Facility Notes Y Case Hotes General Alerts Attach File Client Based Consultation Client Correspondence Log Progress Notes Health Visit Add a note explaining the visit Attach a document if you wish to Click on Record C Search Help Cymh Outreach 1289 Active Summary Participants Case Plan Activities Close Activities Display Activity Filter All Activities Y Health Visit Recorded by Ann 2005 09 14 10 35 Page s 1 The record will display in the Activities file You can make changes to the record by clicking the Edit button 3 4 7 MAKING REFERRAL OBSERVATIONS When you refer a Client to another facility you will need to record the reason why the referral was made This form enables you to do that To record a Referral Observation with the Client and Case In Context GB CARIS Build 0 57 Login Name Ann CYMH Login Time 9 14 2005 10 23 27 AM Michael Farrington Cases Details Relationships Address Book Close y
129. in the appropriate fields with the information required to validate the discharge Click Save 43 W CARIS JO ogin Name Ann PSODHH Login Time 10 31 2005 11 59 51 AM michael Clients v Search Adv Search Help Michael Farrington 1022857 VHRP 74880 Follow up Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Case Summary Waiting Lists Beds Eligibility Lists Case Type VHRP Referral Date Oct 31 2005 Case Status Follow up Accept Reject Date Oct 31 2005 Reports PEE Case Id 74880 Admission Date Oct 31 2005 Organization Hotes Case Manager Villeneuve Ann Est Discharge Date Nov 23 2005 Case Hotes Referral Source Self Discharge Date Oct 31 2005 gt Alerts Referral Mode Walk in Case Close Date gt Case Forms Phase Days 7 Bed Information Waitlist Information Referral Hote Close Case The Case Summary now shows the discharge date 2 18 CLOSING A CASE Closing a Case means that you will no longer have any dealings with the client in relation to this particular case nor will any affiliates or members The Case will be closed and will no longer appear on the client s Case List You will be able to resurrect the case for reference purposes by selecting the Closed Cases filter in the client s Case List CARIS ogin Name Ann PSOHH Login Time 10 31 2005 11 59 51 AM michael Clients v S
130. ing Does Not Meet Standard Meets Standard Needs Review Not Applicable ROliConsents Does Not Meets Stande Not Applicable v 3 Discharge Aftercare Meets Standards v Meets Standards Service Needs Addressed Meets Standards v Meets Standards Attachments E Max file size Browse Add Detach 1MB ME 7 Save yfr inalize Cancel Click Save to save your comments and return later for additional notes Click Finalize when you are satisfied with your comments The information will appear as shown 105 Main Activities My Cases PQI Sessions WA A A A Activa CASE ID Case Type Client ID Name Review Status 384291 Administration 1013838 a Reviewed View Case Case Review Case Review D Intake Presenting Issues Case Plans Regular Recording of Case Notes Required Documents Attached to Case Regular Contact Supervisor Review OTC Completed incident Report ROVConsents Discharge A ftercare Service Needs Addressed Page s 1 Add PAI Session O PQI Sessions 106 4 1 3 CLOSING THE PQI SESSION Click Session Review 3 detest Protected Mode Ca 210 PQI Facilitator puts a final word on boxes based on reviewers input The window can be edited or saved until the Finalize is clicked PQI Session Review f Summary of PQI Summary of PQI recommendations gt Recommendation
131. instructions for performing the daily client case management operations Section 3 Functions Provides a description and methods of use of specific functions such as alerts notes files amp documents referrals forms reports and so on Section 4 Agency Specific Functions Descriptions of functions which are specific to a particular agency Section 5 Training Plan and Scenarios Provides training scenarios and self evaluation charts Section 6 Glossary Provides a glossary of terms used in this manual Section 7 Index Each section contains descriptive text usually a screenshot of what you may expect to see when you perform an action and action commands to perform the operation The commands are in the form of numbered text i e 1 Click on OK 2 Fill in the text box 3 Click on close Note that the screenshots shown may differ slightly from the ones you actually see due to the sample names agencies or descriptions we have used for demonstration purposes System updates may also require modifying the screen display Section 2 describes processes how to accomplish certain things like Start a New Case or Create a New Client while Section 3 describes the Functions what things do and how to do them like Alerts Notes or Attach a Document Warning dialogue boxes will appear to query whether you really want to perform an action or if you are performing an incorrect action If y
132. is recorded when both a Client and a Case are In Context will only be viewable when the same Client and Case are In Context 3 41 ATTACHING A FILE To attach a file to a specific Case Bring the Client and Case into Context Expand Case notes in the navigation tree The Attach File window will display 71 GB CARIS Build 0 57 Login Name Ann CYMH_ Login Time 9 20 2005 11 52 05 AM Clients v Search Adv Search Help Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Attach File Waiting Lists gt Beds Internal Referrals Document Name Case Transfers Attachment Browse gt Eligibility Lists Reports Facility Notes Y Case Hotes General Alerts Cancel Attach File Submit Cancel Give the document a name Browse to locate the file you wish to attach Click on it to bring it into the Attachment field B CARIS Build 0 57 Login Name Ann CYMH_ Login Time 9 20 2005 11 52 05 AM Clients v Search Adv Search Help Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Attach File Waiting Lists gt Beds gt Internal Referrals Document Name Notice Case Transfers Attachment WFs01 Users Profilesmike L
133. ists Beds gt Internal Referrals CARIS ID Client Name Birth Date gt Case Transfers 1000000 Marceau Jason 1978 07 28 gt Eligibility Lists 1000027 Marceau Jean 1985 05 22 Reports Facility Hotes Page s 1 Tools and Utilities Advanced Search Create Client NOTE When you search for a person as a Client you can click on View to view the Client Details The person is now in Client Context and you can edit or add to the client s basic and extended demographic information But when you search for the same person as a Contact and then view the details only a brief summary of contact information such as name date of birth and address is presented and the person is not in Client Context 1 8 2 ADVANCED SEARCH The Advanced Search is an exclusive search engine This means that the results of the search will only contain exactly what you typed in any of the fields in the Search window Consequently the more fields that are filled in the more exclusive the resulting search will be The Advanced Search has the same general fields as the demographics form and enables highly specific searches GB CARIS Build 0 54 Login Name Ann CYMH Login Time 8 4 2005 4 09 44 PM ES Search Adv Search Help y CARIS Advanced Search Client oe Type in a name Internal Referrals Clients Contacts Organizations gt Case Transfers E Basic Demographics gt Eligibility Lists CARIS ID Reports g
134. it Referral Observation Session Notes Legal Code Y Case Forms Medications Tools and Utilities 9 Fill in the fields 10 Click Save 94 The administration record will be saved to the Activities record attached to this client case file GB CARIS Build 0 58 Login Name Ann CYMH Login Time 8 23 2005 11 28 54 AM fa Search Adv Search Help Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Activities Display Waiting Lists y Internal Referrals Incoming Activity Filter All Activities v Outgoing Case Transfers gt Eligibility Lists gt Resorts i ee 2005 08 23T11 47 00 gt Facility Notes Participant Detail vy Case Hotes z Recording Person Panera ais Child and Youth Mental Health_2 Attach File Target Client Farrington Michael Client Based Consultation Page s 1 Client Correspondence Log Progress Notes Health Visit Referral Observation Session Notes Legal Code v Case Forms Medications Tools and Utilities 3 6 7 DELETING A MEDICATION ADMINISTRATION RECORD Should you make an error when recording the administration of a medication you can correct the error by deleting that particular record and re administering the medication Open the Medication Record Locate the specific medication administration record you wish to delete Click Delete
135. ivities My Cases Y CARIS Topic Based Consultation Waiting Lists gt Beds gt Internal Referrals Mode v Number of Participants vj gt Case Transfers Duration Consultation Type v gt Eligibility Lists Topic gt Reports Facilitators F Y Facility Notes Account Training gt par z Account Training2 Administrative Log Account Training3 v Announcement Partners F Type x Facility Incident Report Safety Procedure Topic Based Consultation gt Tools and Utilities Recipient Organization Type Add Notes Add Attachment Browse Start Date 572272005 End Date E You can see that there are many convenient fields in which to enter the pertinent data Many are drop down lists to speed up the process while some are text boxes in which to record notes or observations Attachments can be added to the file such as minutes or reports A Partner in this context is an individual or agency which is a co presenter of the event while a Recipient is the audience to whom the event is directed 70 Fill in the fields as completely as possible Add Notes or attachments Enter the start finish dates B CARIS Build 0 55 Login Name Anni CYMH Login Time 8 18 2005 10 46 20 AM Search Help y CARIS Topic Based Consultation Waiting Lists Beds gt Internal Referrals Mode Video Conference W Number of Participants 1 6
136. lan Activities Close y CARIS Case Summary Waiting Lists Internal Referrals Case Type Cymh Outreach Referral Date Aug 04 2005 Case Status Pre Admit Accept Reject Date Aug 04 2005 Case Id 1289 Admission Date Case Manager One Ann_3 Est Discharge Date Facility Notes Referral Source Self Discharge Date gt Case Hotes Referral Mode Walk in Case Close Date Bed Information i Waitlist Information gt Case Transfers Eligibility Lists gt Reports gt Case Forms Tools and Utilities Click Admit 46 GB CARIS Build0 54 Login Name Ann CYMH Login Time 8 4 2005 10 20 24 AM A Search Help f Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Members Affiliates Case Plan Activities Close Y CARIS Admission Detail Waiting Lists gt Internal Referrals gt Case Transfers Effective Date 21 05 Aug 04 gt Eligibility Lists Est Discharge Date gt Reports gt Facility Hotes Admit Cancel gt Case Notes 10 11 12 Ei 17 18 19 20 gt Case Forms 24 25 26 27 Tools and Utilities 31 IS Today 8 4 2005 Clear Date The effective date will be today and you can select the estimated discharge date or leave it blank Select the appropriate dates Click Admit 2 21 ADDING A MEMBER TO A CASE A Member is a person who has access to the case files and who is actively involved in the case You
137. ld David Attach File Huber Anna Maria Client Based Consultation ipient i v Add Delete Client Correspondence Log POE Service Prov Type i Progress Notes Dr Jones Service 1 Health visit Referral Observation Session Notes Notes Legal Code y ESOPO Add Attachment Tools and Utilities A Record Consultation Click Record Consultation to save the form The consultation will be saved in the Activities file 74 GB CARIS Build 0 55 Login Name AnniBCYMH Login Time 8 22 2005 2 06 14 PM Contacts v Search Adv Search Help Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Activities Display Waiting Lists Internal Referrals gt Case Transfers Activity Filter All Activities Y Eligibility Lists Reports Client Based Consultation by Ann 2005 03 22 14 28 Facility Hotes Page s 1 vy Case Hotes General Alerts Attach File Client Based Consultation Client Correspondence Log Progress Notes Health Visit Referral Observation Session Notes Legal Code Case Forms Tools and Utilities NOTE The consultation will only be available in the Activities list when the client case are in context It will not display in the general Activities summary 3 4
138. ligibility List Management otitis 54 3 151 Adding a NEw ElOIDINMY LS atada 54 Svize gt Eding an ENG LIS ici 56 lto Deleting an ENOIOINY diia oia R 56 3 1 4 Completing an Eligibility LiSt coonnccnnccinnocooncccnnnconnccnonccnnnnncnnnnnnnnncnnnnnnnnnnnnnnas 56 Silo Elgin a a at a ce a 57 3 1 6 Adding a Participant to an Eligibility LiSt ccconncccicnnnnncnnonncocnnnnononnnnnnnnnnnnnnnnnnnos 58 32 REPORTS a ia iso ad 60 S21 Ad HOC A NOA Sa in 60 3 2 2 Creatingia Case Repolaan a ae e a a a 61 3 3 ORGANIZATION NOTES Also referred to as Facility Notes 0ooocooocooooo 62 3 31 Grealing ancAMNOUNCe meda 63 3 9 2 Deleting an Announcement isra As 64 3 3 0 Logging a Communication Note tc ese Gok iene ee aia 64 3 3 4 Logging Telephone calls Faxes e MallS ccoconnnnccncconnnnnennnnnnannennnnanannennnnanannens 65 3 3 5 Recording a Safety Event Fire Smoke TeSt enoccccconccnnicncoccnnnccncocannncnnnanananenns 69 3 3 6 Logging a Topic Based ConsultatiON ncccccccccnnnnnnnnenennnonnnnnnnnnnnnnnnnannnnnrenenennnnas 70 3d CASE NOT ES os 71 A Atacho AF O iraa a aG 71 342 Delaching a Fluid 73 3 4 3 Logging a Client Based Consultation cccccccconnnnnnnnerennnnnnnnnnnnennnnnnnannnnnnnenennnnanas 73 3 4 4 Logging Client Correspondence ccoocccnnnnrencccnnnnnnnnnnnnnononnnnnnnnrrnrnrnnnnnnnnarennnrnnnnns 75 3 4 5 Generating Progress Notes osoren i a a A 77 346 Logging Healt VISAS ad 78 3 4 7 Making Referral
139. ligibility Lists Middle Initial Preferred Name Jason Aliases yi Gender Male E Reports Date of Birth 28 Jul 78 Date of Death Facility Hotes CARIS ID 1000000 Tools and Utilities Extended Demographics Address Book Relationships Address Book Edit Client Confirm the client s identity by clicking the Extended Demographics sign 22 B CARIS Build 0 54 Login Name Ann CYMH Login Time 8 2 2005 11 15 27 AM mareau Clients Search Adv Search Help fi Jason Marceau Cases Details Relationships Address Book Close y CARIS fi Client Details Marceau Jason Waiting Lists gt Beds gt Internal Referrals Eligibility Lists Status in Canada Canadian Citizen Employment Status Part Time gt Reports Ethno cultural Background Canadian Education Level Grade 2 Preferred Language Armenian Education Type Home School ia di Lang Spoken at Home Asiatic Language Primary Living Arrangement Group Home Tools and Utilities Religious Practice Christian Not Included Elsewhere Household Composition Group Setting Aboriginal Origin Non aboriginal Dental Plan Band Status Ho z PEH LES Guardianship Status Cfes Temporary Custody PHH 6546549641 Disability SIN Number Identifying Marks ene Location Use Start Date End Date Hotes 123 23423 Some Street Victoria BC V8K4H4 CA Primary 2005 07 12T00 00 00 SRG 2 321 516 5163 Primary 2005 07 12T00 00 00 ESRAR 00 123 Street Name Victoria BC VOWO
140. lity M SIN Number Identifying Marks 23 Save Changes The Edit Client window will display and you can proceed to complete more fields or change existing information If you change your mind click the Reset button and your changes will be erased and the original entries restored Clicking Cancel will return you to Client Details 4 Click Save Changes to retain your editing and the new demographic information will be saved 2 4 CREATING A NEW CONTACT To create a new Contact is to enter a new person into the system database A Contact is typically a person who is in some way connected to an existing or new Client or Case but who does not have access to the file A Contact can also be a person connected with the work that you or your co workers perform such as a physician minister police officer government worker and so on To avoid duplication the system requires you to perform a search for the person before you create a new one To Create or enter a New Contact Perform a search as in 1 8 1 or 1 8 2 but use the drop down list to select Contact If the search produces no results 89 CARIS Build0 54 Login Name Anm CYMH Login Time 8 8 2005 10 00 37 AM Search Adv Search Help Main Activities My Cases Y CARIS Contact Search Results Waiting Lists gt Beds gt Internal Referrals CARIS ID Contact Hame Birth Date gt Case Transfers The search returned no result
141. me Ann CYMH Login Time 9 13 2006 3 12 44 PM Michael Farrington TS Cymh Outreac Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Address book managemeT rington Michael Waiting Lists Beds Internal Referrals Location Type Filter ANT s Y Case Transfers gt Eligibility Lists Location Person Use Start Date End Date Hote gt Reports gt Facility Notes Address 21 2345 downtown ave yeforia BC V8W3S2 CA Active gt gt Case Hotes gt Case Forms Email mike planetof th ca Active Tools and Utilities Phone 2597 888 5678 Active Page s 1 1 6 5 CLOSE Closes the window and removes the Case from the Context bar returning you to your Main Page with the Client still in context 1 7 CASE CONTEXT Some clients may be involved in more than one case either as clients or as members or contacts When performing any functions related to a specific case make sure that the correct Case is also In Context before proceeding See 1 5 9 8 1 6 1 E CARIS Build0 57 Login Name Ann2CYMH Login Time 9 13 2005 3 12 44 PM fe Search Adv Search Help Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Case Summary Waiting Lists gt Beds gt Internal Referrals Case Type Cymh Outreach Referfal
142. n different ways For example The Y or YMCA and do not use its full name So if someone has entered the Young Women s and Men s Christian Association in the database as the organization name typing YMCA into the search criteria field would not register a hit and thus will not bring up the organization 29 If the search produces no results Click on Create Organization GB CARIS Build 0 54 Login Name Ann CYMH Login Time 8 8 2005 11 34 33 AM YMCA Search Adv Search Help E n Main Activities My Cases Y CARIS Organization Search Results Waiting Lists gt Beds gt Internal Referrals Organization Hame Organization Type Case Transfers The search returned no results gt Eligibility Lists You can try advanced search or create a new organization Reports gt Facility Notes Y Tools and Utilities Page s 1 Templates Advanced Search Create Organization The Create Organization form will display GB CARIS Build0 54 Login Name Ann CYMH_ Login Time 8 9 2005 11 34 33 AM YMCA Search Adv Search Help Main Activities My Cases y CARIS Create Organization Waiting Lists gt Beds Internal Referrals Organization Name Young Men s and YoungvVomen s Christian Association gt Case Transfers Organization Acronym YM YWCA Organization Type Youth and Family gt Eligibility Lists gt Reports gt Facility Notes vy Tools and Utilities Create Or
143. nal and Behavioral Development Family and Social Relationships Health Information Education amp Cognitive Assessment Child s Interests amp Cultural Needs Record JB cance Complete the Form providing as much detail as necessary Click Record The Interview Form will be recorded and displayed in the Activities window bgin Name Ann PSDHH Login Time 10 13 2005 10 37 27 AM jason Search Adv Search Help Jason Marceau 1001264 Victory Hill Residential Program 56100 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close r CARIS Activities Display Waiting Lists gt Beds gt Eligibility Lists Activity Filter All Activities v gt Reports Organization Notes Admission Interview by Ann 2005 10 13 10 45 Case Notes gt Alerts Page s 1 Y Case Forms Admission Interview Budget Notes Care Plan Checklist Independent Living ILS Assessment Medications OTC Checklist 3 6 2 BUDGET NOTES The Budget Note feature allows you to keep track of expenditures incurred pertaining to your Cases It is only available when a Case is In Context To make a budget entry Open Budget Notes under Case Forms 87 GB CARIS Login Name Ann YFV Login Time 9 22 2005 3 45 09 PM rs Search Adv Search Heip f Jason Marceau Program B 35749 Referral Cases Details Relationships Address Bo
144. nated for Click Save save JM Cancel GB CARIS Build 0 56 Login Name training1 PSOHH Login Time 8 25 2005 11 06 24 AM y CARIS Bed Administration Waiting Lists gt Beds gt Eligibility Lists gt Reports Facility Hotes PSDH Unit D Trial Unit 2 Victory Hill Residential Program Deaf Access Office Community Development Administration Status Fitter All M Unit Fitter Al fs cen v Search Adu Search Help Main Activities My Cases 3 Active Trial unit 4 Scenic Unit 1 CS Test Run Unit DAO Test Run Unit CDA Test Run Unit VHRP Test Run Unit Youth Transition Administration Consultative Services Consultative Services Deaf Access Office Community Development Administration Victory Hill Residential Program Active Active Active Active Active YT and Admin Test Run Unit Ryan s Unit Cottage 1 Room 1 BedA Room 2 Youth Transition Administration Wictory Hill Residential Program Active Deaf Access Office Active Active Regular Female Active Active PSDH Unit A PSDH Unit B PSDH Unit C Test Unit Consultative Services Deaf Access Office Community Development Administration Ds Administration 4 24 BED MANAGEMENT The Bed Manageme on Edit Michael Farrington Cases Details Relationships Address Book Close function opens a window that cont
145. ncies using the CARIS system Some agencies have specific requirements or business practices that only apply to them This section contains some activities which are agency specific 4 1 PERFORMANCE QUALITY IMPROVEMENT PQI AUDIT The Performance Quality Improvement Audit the reviewers uses for reviewing client files outcome measure reviews critical incidents satisfaction surveys and client or staff complaints feedback 4 1 1 CREATING A PQI SESSION Click PQI on left menu on CARIS context Click Add PQI Session to set up quarterly reviews EB CARIS Login Time 4 29 2008 11 AAA Search Adv Search Help RSA Login Time 4 29 2008 11 14 58 AM IAU Se ela Main Activities My Cases PQI Sessions Y me A PQI off ists Session Name Start Date End Date Status gt A ives Page s gt Beds gt Eligibility Lists Add PAI Session Reports gt Case Transfers Organization Notes 100 Click Case Selection Enter the Start and End date Click Case ID to set up programs Press Shift button or CTRL button on the keyboard and scroll the mouse to the desired programs to be reviewed Press 20 for both open and closed files Click Add PQI Session Case ID Case Selection Case List End Date Case Type for Open Residential Treatment Pal Review Memi Coses A of Open Cases PO Reviewer Number of Open Cazes Case Type for Cloze Cases
146. ng person or the Case Manager To Record the Admission Interview With the Client and Case in Context Expand the Case Forms list on the navigation tree Click on Admission Interview The Admission Interview window will display Note that once an Admission Interview has been performed for a specific Client and Case opening this window will display an Update Admission Interview window since you can only have one Admission Interview for one Client Case combination 86 Login Name Ann PSDHH Login Time 10 13 2005 10 37 27 AM jason Search Adv Search Help Jason Marceau 1001264 Victory Hill Residential Program 56100 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Admission Interview Waiting Lists gt Eligibility Lists Placement Type Short term O Long term Reports Child Awareness of reasons for O gt Organization Hotes placement at VHRP Yes No Case Hotes good gt Alerts Child s reaction to placement at HRP Y Case Forms ee k Location of Family Outside Lower Mainland vw Admission Interview Budget Notes Level of Supervision Required General Supervision Y Care Plan Checklist Explain the Level of Supervision Independent Living ILS Assessment Requirements Medications Additional Special Needs v OTC Checklist Visual Impairment Hearing Loss History Emotio
147. nization Notes section on the Navigation Tree 83 CARIS Login Name Anni YFY Login Time 9 22 2005 2 22 43 PM ma Search Adv Search Help Main Activities My Cases y YEV CANS Welcome Ann YFV Waiting LNs gt Beds Announcements gt Eligibility Lists Internal Referrals Time Filter Last 1 Month v Add Case Transfers Reports Date Subject Importance Detail Y Organization Notes 2005 08 30 t1 High ZXCY Delete Communication Notes 2005 08 30 test High zxcv Delete Anpouncement 2005 08 30 thtyhty High htyhtyh Delete Facility Incident Report A 2005 09 01 tgrtgrt Medium rtgrtgrtg Delete Safety Procedure 2005 09 16 sdf High sdf Delete Topic Based Consultation External Services Tools and Utilities Page s 1 Click on Communication Notes The Communication Notes window will display 88 CARIS Login Name Ann YFV Login Time 3 CE Search Adv Search Help Main Activities My Cases Y YFV CARIS Communication Notes Waiting Lists Beds Time Filter 4 Weeks Eligibility Lists Date Type Method Duration Hotes Internal Referrals 2005 09 21 Referral Email Unknown Status E Case Transfers 2005 09 21 Advocacy Walk in Unknown Status 3 intir 2005 09 21 Referral Phone Unknown Status Y Organization Hotes es 2005 09 21 Service Request Walk in Unknown Status E Pees 2005 09 14 Advocacy Fax 5 mins E Facility Incident Report 2005 09 12 Education MailiCou
148. nnouncement Add Attachment CBrowse Facility Incident Report Fire Report doc 29KB Safety Procedure Topic Based Consultation Tools and Utilities EM En Add an attachment if available Submit 69 EB CARIS Build 0 55 Login Name Ann CYMH Login Time 8 18 2005 10 46 20 AM Search Adv Search Help Main Activities My Cases y CARIS Activities Display Waiting Lists gt Beds gt Internal Referrals Activity Filter All Activities v gt Case Transfers gt Eligibility Lists Safety Procedure by Ann 2005 08 22 12 52 gt Reports vy Facility Notes Page s 1 Administrative Log Announcement Facility Incident Report Safety Procedure Topic Based Consultation The incident will be recorded in the Activities file 3 3 6 LOGGING A TOPIC BASED CONSULTATION A Topic Based Consultation is an event during which two or more people discuss or consult together about a specific subject or topic that may be clinical but does not have to do with a particular client The system provides a convenient form in which you can record the significant features of such an event Under the heading Organization Notes in the navigation tree Click on Topic Based Consultation This window will display ES CARIS Build055 Login Name Ann CYMH_ Login Time 8 18 2005 10 46 20 AM aoo o Search Adv Search Help Main Act
149. ocation of one of the residents type an announcement for other staff that the child has been relocated to another place Type in a progress note in each resident s file explaining the incident Complete a Communication note indicating contact with each parent 120 38 A family meeting has been scheduled because there are conflicts within the family complete a session note 39 Complete three progress notes with three different objectives 40 A parent has called to express their frustration about the flight schedule for the next month Attach their e mail and place it on the child s files Send a note to the day staff re the e mail note 41 You are looking at one of your clients case plan and you know that it needs to be updated Take an objective and change the status from pending to complete Add another objective to the same goal Understand Mostly Understand L Don t Understand L Questions Scenario 5 SFCD DAO CARIS Client Context Key Caseworker 121 Case context 42 Three messages are on the answering machine You have responded to each call and now you are recording the three conversations where there are three open cases 43 A client is requesting registration in a course for an uncle and aunt The uncle and aunt have not been affiliated with the client You will have to set up the uncle and aunt in the contact list and affiliate them with the client Then you must register them in the course o
150. og Progress Notes The record will display in the Activities file You can make changes to the record by clicking on Edit 3 4 6 LOGGING HEALTH VISITS If your client makes a visit to a physician hospital clinic or other health related facility you can record the visit using this form To record a Health Visit with the Client and Case In Context Expand Case Notes Click on Health Visit EB CARIS Build 0 57 Login Name Ann CYMH Login Time 9 14 2005 10 28 27 AM f Michael Farrington Cases Details Relationships Address Book Close Cymh Outreach 1289 Active Summary Participants Case Plan Activities Close Y CARIS Health Visit Waiting Lists gt Beds E Health Visit gt Internal Referrals gt Case Transfers Appointment Type Medical Vv gt Eligibility Lists Topic Subject Bad cough Reports Health Professional s Name Dr Jackson Phone Number 250 15551213 Ext inant dial Mode of Meeting FacetoFace wv Ne See eens Note This is a persistent cough Michael is a smoker General Alerts Attach File Client Based Consultation Attachment Client Correspondence Log Progress Notes Health Visit Referral Observation Start Time amarnos mmiddiyyyy hoan J SNES End Time janaz005 mmiddiyyyy hom Legal Code E Goals amp Objectives GOAL Youth Placement gt Case Forms Tools and Utilit
151. ok Close Summary Participants Case Plan Activities Close Y YFV CARIS Budget Note Waiting Lists Eligibility Lists gt Internal Referrals El Budget Note Case Transfers Date 972272005 Ear gt Reports Type O Funds Received Expenditure Organization Hotes Authorized by Smith Ann v gt Client Forms S AEA item Aspirin gt Alerts Amount 4 95 Y Case Forms Note Jason had a bad headache and no money Lab Tests Medication Management Y Diagnostic Assessments Receipt O ves Ono cos DSM IV Ho Goals and or Objectives Budget Notes Other Forms Create Note gt Assessments Complete the form Click Create Note GB CARIS Login Name Anna YFY Login Time 8 22 2008 3 45 08 PM PA _Seareh Adu Searen Help Jason Marceau Program B 35749 Referral Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y YFV CARIS Budget Note List Waiting Lists gt Eligibility Lists Type Filter 4 gt Internal Referrals lt gt Case Transfers Date Type hem Amount Hote Reports 2005 09 22 Expenditure Aspirin 4 95 E Organization Hotes Client Forms Page s 1 gt Case Notes gt Alerts Add Note Y Case Forms Lab Tests Medication Management The Budget Note has been added to the Budget Note List 3 6 3 GENERATING THE CARE PLAN CHECKLIST The Care Plan Checklist is a form that
152. onym YM YYVCA Organization Type Youth and Family Description Physical Training sports and self devAopment facilities The Edit Organization window will display and you can proceed to complete more fields or change existing information EB CARIS Build 0 54 Login Name Ann CYMH Login Time 8 8 2005 11 34 33 AM YMCA Organizations w Search Adv Search Help Main Activities My Cases Edit Organization Young Men s and YoungWomen s Christian Association Organization Name Young Men s and YoungWWYomen s Christian Association Organization Acronym YM YWCA Organization Type Youth and Family Description Physical Training sports and self development facilities Save Changes If you change your mind click the Ca button and you will return to Organization Details Click Save Changes to retain your editing and the new demographic information will be saved 33 2 11 CREATING A NEW RELATIONSHIP A Relationship describes a connection between a client and a person who is familiarly or socially related The relationship is for reference purposes since the person has no access to the case To Create a Relationship Bring the client into context Click on Relationships GB CARIS Build 0 57 Login Name AnmBPSDH Login Time 8 26 2005 4 15 45 PM CI Search Adv Search Help f Jason Marce u Cases Details Relationships Address Book Close Y CARIS
153. orms Tools and Utilities Page s 1 Add Participant The person will be added to the Li d you may then add another Participant if you wish You may also chan e Priority of a Participant Click on Edit GB CARIS Build057 Login Name Ann CYMH Login Time 9 19 2005 2 36 36 PM fa Search Help f Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Edit Participant Waiting Lists Beds gt Internal Referrals Eligibility List c omputer Literacy Max Participants 20 gt Case Transfers Participant F arrington Michael Priority 1 v vy Eligibility Lists Management Summary 5 wna A Change the Priority Save 59 3 2 REPORTS The system provides the capability to generate both Ad Hoc and Case Specific reports 3 2 1 AD HOC REPORTS The system provides a method for producing Ad Hoc reports based on a number of filter elements By selecting the elements you need for the report from the drop down lists a report which contains only the selected elements will be generated To generate an Ad Hoc report Click on Ad Hoc Report under the Reports heading on the navigation tree GB CARIS Build 0 56 Login Name training1 PSDHH Login Time 8 25 2005 3 03 35 PM Main Activities My Cases Y CARIS Ad Hoc Report Waiting Lists Y
154. orms Notes gt Case Hotes General Alerts Supervision Alerts gt Case Forms gt Assessments External Services Submit Save Tools and Utilities Submit Save The Alert is now attached to the client s file and a red A by his name in the Context Field is displayed to let you know that an alert has been generated Click on the Note icon to display the attached note ra E A LAR P A w lin Name Ann YFY Login Time 9 22 2005 3 21 08 PM mar clients v Search Adv Search Help Jason Marceau Program B 35749 Referral ases Details Relationships Address Book Close Summary Participants Case Plan Activities Close YF Alerticon General Alerts of Marceau Jason gt EL Internal Referrals Type Creator Start Date End Date Hotes TAS Sexually Intrusive Smith Ann 2005 09 22 E gt Reports Hotes Dont turn your back on him for a second gt Organization Hotes Page s 1 gt Client Forms gt Case Hotes Aga Alert Alerts NON Alert Note A supervision alert is a temporary alert generated to indicate that the client requires some special 3 5 2 CREATING A SUPERVISION ALERT attention or supervision for a period of time Only used in VHRP program at present To create a Supervision Alert Expand Alerts in the navigation tree and Click on Supervision Alert 84 88 CARIS Login Name Ann PSDHH Login Time 11 7 2005 12 50
155. ou get a browser error notice Page cannot be Displayed click the refresh icon in your browser toolbar to clear it and return to the Main page 1 2 THE CARIS SYSTEM CARIS is a clinically useful and comprehensive case management system enabling clinical teams to work collaboratively on a client s case and to maintain a longitudinal case history of all activities of client service This practice creates efficiencies in service enables decision support and provides an auditable record of all activities associated with a client It assists in providing the right information to the right person at the right time to make the right decision CARIS provides on line assessments bed management observations activities tracking alerts waitlists and more and as such is a clinically useful tool 1 3 WHAT CARIS DOES CARIS is an on line secure daily management tool for clinical teams and administrators to assist them in managing their numerous case files The following list identifies some of the capabilities and functions of CARIS Create new cases Add members to cases Add affiliates to cases Bed management functions Create Name Reserve Add a Room or Bed Assign a Bed Track activities concerning a case Perform a variety of assessments Track outcomes Create notes Access a detailed client record and summary Generate reports that help identify trends and issues Generate case reports Maintain eligibility and wait lists
156. ration Record Deleting an Announcement Deleting an Eligibility List Details 12 Developing a Treatment Plan Discharging a Client 42 Discontinuing a Medication Editing an Eligibility List 56 Editing an existing Client23 Editing an existing contact Editing an existing organization Editing an existing relationship Eligibility List Management Eligibility List Summary 57 Evaluations 115 Finding a member 28 Finding an existing case 45 Finding an existing client Finding an existing contact Finding an existing organization Finding an existing relationship Functions 54 Generating Progress Notes Generating the Case History Glossary 125 Help 8 29 33 84 63 64 56 48 96 27 33 36 54 21 25 31 35 76 Logging a Client Based Consultation Logging a Communication Note 64 Logging a Topic Based Consultation Logging Health Visits 177 Logging In 5 7 Logging Medications Logging Telephone calls Faxes e mails 66 Main 9 Main Information Area Making Referral Observations Member 16 17 19 125 My Cases 10 Navigation Tree 8 82 Notes 122 Occupancy ORGANIZATION NOTES 62 Participants 108 14 Presenting Issues Recording a Safety Event Fire Smoke Test Recording Administration of Medication 93 91 8 81 Recording Session Notes Referral 125 Relationship 136 35 125 78 79 69 Relationships 12 Removing an Affiliate or a Member 39 REPOR
157. rier 80 mins E Safety Procedure 2005 09 08 Advocacy Phone 50 mins 2 Topic Based Consultation 2005 08 30 Referral Email 5 mins E External Services Tools and Utilities 1 Page s 1 a To record a new phone call fax or e mail Click on Add Note 66 GB CARIS Login Name Ann YFY Login Time 9 22 2005 2 22 43 PM ma Clients v Search Adv Search Help fi Jason Marceau Program C 39147 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y YFV CARIS Create Communication Note Waiting Lists Beds gt Eligibility Lists Date 972272005 Ea gt Internal Referrals Type Service Request Y gt Case Transfers Contact Method v gt Reports A Duration minutes v Y Organization Hotes Notes Communication Notes Announcement Facility Incident Report Safety Procedure Save Cancel Topic Based Consultation Save Cancel amp Aliant Carma Today s date will automatically default to the date line but if you have hand recorded calls from an earlier date and you wish to record them you can select the appropriate date from the drop down calendar Select the type of communication from the drop down list 88 CARIS Login Name Anni Y FV Login Time 9 22 2005 2 22 43 PM ma Search Help Jason Marceau Program C 39147 Active Cases Details Relationships Address Book Close Summary Participants Case
158. rs Wiew Audit Information Case ID View Date Member ID 384291 2009 03 01 384291 2009 03 11 PQI reviewers can begin auditing cases 102 4 1 2 REVIEWING FILES BEGIN THE SESSION Click PQI on the left menu PQI Session page will be shown Click View to open the session Main Activities My Cases PQI Sessions ez g Lists Session Name Start Date End Date Status gt i Media Jan May 2009 2009 05 07 Active View Beds Eligibility Lists PE Reports Case Transfers Organization Notes E A O E ee Click View Case to print a case review report GB CARIS CARIS 1 4 60 eka Saas AIDS TA POR PSDHH Clients gt Adv Search Main Activities My Cases PQI Sessions vy CARIS Pal Waiting Lists Session Name gt Archives gt Beds gt Eligibility Lists gt Reports gt Organization Notes 384291 Administration 1013838 Who Seany Frank Pending Page s 1 Internet Protected Mode On 4 100 103 Click PQI Case Review Report on REPORTS menu Click Export PDF hyperlink and print The document will provide dates for each activity and guide the reviewers to find the necessary information quicker Lopa Name TRAINING 01 CARS Log a Teese 141112058 1 3770 PM f Seany Who noss Administration 384291 Read Only Referral Case
159. s Eligibility Lists You can try advanced search or create a new contact Reports Facility Hotes ny Page s 1 Tools and Utilities Advanced Search Create Contact Click on Create Contact EB CARIS Build 0 54 Login Name Ann CYMH Login Time 8 8 2005 10 00 37 AM Search Adv Search Help Main Activities My Cases y CARIS i Create Contact Waiting Lists Beds Internal Referrals Family Name Scrooge Given Name Ebenezer gt Case Transfers gt Eligibility Lists Preferred Name Eb Aliases Date of Birth December 25 1925 Gender Date of Death gt Reports gt Facility Notes Tools and Utilities CZA Coca Corie KA 24 The Create Contact form will display Fill in as many fields as you can Click Create Contact A dialogue box will display asking you if you want to create this contact Microsoft Internet Explorer Are vou sure you wish to create this contact record Cancel Click OK The Contact Details box will display containing the information you have entered 88 CARIS Build0 54 Login Name Ann CYMH_ Login Time 8 5 2005 10 00 37 AM zat Search Adv Search Help Main Activities My Cases Y CARIS E Contact Details Scrooge Ebenezer Waiting Lists gt Beds gt Internal Referrals gt Case Transfers Family Name Scrooge Given Name Ebenezer gt Eligibility Lists Preferred N
160. s Dertaiis Melrtienahipas Address Asak Edit History Claar furmmary Participants Coso Pien Cone History Clase POI Case Review Report TISH COLUMBIA Tek Mera Dial PQI Case Review Report Generated By TRAINING M CARIS Eligibiimy List Enroliment After reviewing and making notes for each activity reviewers need to Click Case Review to open the evaluation list gB CARIS Login Time 2 11 2009 4 37 04 PM cies gt Search Adv Search Help Logout CARIS 1 4 60 coin Tarea 2434 2000 3 37 XA PUR PSDHH Adv Search Help Logout Main Activities My Cases PQI Sessions Session Name l a AAA Page s 1 Add PQI Session Internet Protected Mode On E 10 104 Case Review Questions Electronic File Paper File Comments m Type comments here Phase Transition Meets Standards v Not Applicable Al Intake Presenting Issues v v Case Plans v Regular Recording of Case Notes bs NH Required Documents Attached to Case x ki Regular Contact v v Supervisor Review v v OTC Completed v w Incident Report e v ROlConsents X v Discharge Aftercare v v Service Needs Addressed Does Not Meets Standards Meets Standards Needs Review Not Applicable Put notes on each activity Fill each box Electronic File 8 Paper File as required Comment boxes are optional make notes as needed For each box you will need to choose one of the follow
161. s Activity Filter All Activities v gt Case Transfers Eligibility Lists Referral Observation by Ann 2005 09 14 10 40 gt Reports gt Facility Notes Page s 1 w Case Hotes General Alerts Attach File The record will display in the Activities file 3 4 8 RECORDING SESSION NOTES Session Notes are a record of what occurred during a formal meeting with a Client and or other Case Members To record Session Notes with the Client and Case In Context Expand Case Notes Click on Session Notes GB CARIS Build 0 67 Login Name Ann CYMH Login Time 9 14 2005 10 28 27 AM Search Adv Search Help Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Session Notes Waiting Lists Beds ima gt Case Transfers Date jon 4 2005 Start Time h 2 00 AM lasd Duration 02 00 Eligibility Lists Appointment Type Client vw Eeyore Topic Subject job Facility Notes Mode of Meeting Face to Face v y Case Hotes s Member One Ann_3 v e Add Delete General Alerts ees Role a Attach File Client Based Consultation Client Correspondence Log Progress Notes atma Role v Health Wisit Referral Observation Session Notes Legal Code Notes Michael asked for someone to help
162. s notations Attachments Max file size 1MB po Click the Session Review 107 The session is complete e Fernet Protected Mode On 4 2 BED ADMINISTRATION The Bed Administration functions enable an organization to manage a complex residential facility with a diversity of units or wards rooms and bed types The Bed Administration function allows you to add and remove beds rooms and units and change the designation of beds according to gender 12 Open Administration under Beds on the navigation tree 8B CARIS Build 0 56 Login Name trainingl2PSDHH Login Time 8 25 2005 11 06 24 AM Clients v Search Adv Search Help Main Activities My Cases Y CARIS Bed Administration Waiting Lists Beds gt Eligibility Lists Status Filter Unit Filter Al y gt Reports Facility Hotes PSDH Unit D Victory Hill Residential Program Active E A Deaf Access Office Community Add Room Trial Unit 2 Dot AEA Add Room Trial unit 4 Youth Transition Administration Active Add Room Scenic Unit 1 Consultative Services Active Add Room 4 CS Test Run Unit Consultative Services Active DAO Test Run Unit Deaf Access Office Active CDA Test Run Unit Community Development Administration Active VHRP Test Run Unit Victory Hill Residential Program Active YT and Admin Test Run Unit Youth Transition Administration Active Ryan s Unit Victory Hill Residenti
163. st 2005 07 15 2005 07 22 2 8 Complete 5 Summary List 2005 07 15 2005 07 22 2 8 Active 3 View oe J E Mental Aerobics 2005 09 07 2006 03 07 4 15 Active 3 gt Case Hotes Page s 1 Case Forms ge s You can view the details of any List Select the List you wish to have a look at and Click on View GB CARIS Build 0 57 Login Name Ann CYMH Login Time 9 19 2005 2 36 35 PM fas clients v Search Adv Search Help Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS View Eligibility List Waiting Lists gt Beds List Hame Computer Literacy gt Internal Referrals Start Date 2005 08 02 End Date 2005 08 03 gt Case Transfers Minimum 5 Maximum de Y Eligibility Lists Participants Participants Management Current Participants 9 o Determination of Computer Literacy as a Summary List Description i prelude to course offerings gt Reports Ec Participant Hame Priority Case Date Added gt Case Hotes Case Forms Page s 1 Tools and Utilities Add Participant 3 1 6 ADDING A PARTICIPANT TO AN ELIGIBILITY LIST From the Eligibility List Summary window Section 3 1 5 Click on Add Participant NOTE You must have a Client and Case In Context to be able to add a participant 58 GB CARIS Build0 57 Login Name Ann CYMH Login Time 9 19 2005 2 36
164. t Facility Notes Family Name Given Name Michael gt Tools and Utilities Middle Initial Preferred Name Aliases Gender Date of Birth gB H Date of Death Ea Extended Demographics Locations To perform an advanced search Type in as much data as you require in as many fields as you wish Click on Search All the clients whose demographic data includes Michael will display NOTE The names and data are not case sensitive so you don t have to use capital first initials GB CARIS Build0 57 Login Name Ann PSDHH Login Time 9 12 2005 2 39 51 PM Ree Clients v Search Adv Search Help Main Activities My Cases y CARIS Client Search Results Waiting Lists gt Beds gt Eligibility Lists CARIS ID Client Name Birth Date gt Reports 1000029 Duncan Michael 1990 01 31 gt Facility Hotes 1000192 Zeus michael 1987 06 15 1000053 Farrington Michael 1936 03 10 Page s 1 Advanced Search Create Client If you had typed in Michae and missed the last I like this EB CARIS Build 0 54 Login Name Ann CYMH_ Login Time 8 4 2005 4 09 44 PM NY Ecis ol Search Adv Search Help P Main Activities My Cases Y CARIS Advanced Search Client Waiting Lists gt Beds gt Internal Referrals Clients Contacts Organizations Case Transfers gt Eligibility Lists Basic Demographics gt Reports CAR
165. t of cases This is higher level view of the client shared amongst workers and provides no clinic details Case context orients the system to provide functions for management of the individual case A client may have more than one case but case context pro user functions for one case at a time The current context can be seen at anytime by viewing the context bar The in Context will be to the left and the Case in Context will be shown to the e ae Biagi Login ir Pay APD Login Tea DUDO 115990 Ak f Michael Fafrington Victory Hill Residential Program 9 Cite Details neha Address Book Chee Sunny P aticipands Cade Plan Activities M ase Exit Summary 1 5 10 ACTIVITIES Clicking on Activities will produce a list of all the activities in which you have been involved during the time frame selected and concerning the activity type selected from the filter If a Case is In Context Section 1 8 then only those activities connected to that Case will be displayed If no Case is In Context the activities displayed will only be those of a general or administrative nature and will NOT include Case specific activities Note that there will always be a Client in context if there is a Case in context but you can have a Client in context without a Case There is no Activities function associated with just a Client 88 CARIS Login Time 3 24 CA Search Adv Sear
166. ter or relative that person will be attached to a client s file as a relationship General contacts will just be listed like a police officer social worker or physician someone you may want to contact Context The term In Context as used in this system means the Client and or Case whose names appear in the Context Bar Critical Date The date upon which a particular event either did occur or should occur in the future End Date The date upon which an event is scheduled to end Member Someone attached to a client s case who is involved and who has access to the file Normally only other case workers clinicians supervisors or involved professionals can be members Partner A Partner is an individual or a group who is working in association with a person or group in the agency Recipient A Recipient is an individual or a group who represent the audience for an activity or event Relationship Someone attached to a client s file other than an affiliate A relationship can be a contact a member or another client This is in general used for family members Referral The process of referring a client to another authorized person within the business domain of CARIS with the additional element of where the individual client has come from i e self referral agency contact walk in etc Referral The process of opening a new case for a client Basically New Referral means Start a New Case Room A
167. tions Occupancy Eligibility Lists Reports Facility Hotes Case Hotes Alerts Case Forms Fill in the date you wish to reserve the bed for and the number of days the client will stay Click Search 114 f Michael Farrington Community Development Administration 8986 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Trial Unit 2 Red Room Second Bed Active SpecialNeeds Male 2005 4ug 25 367 Select r CARIS Reservation Availability Waiting Lists Y Beds Administration Hame Bed Status Bed Type Bed Gender Availability Start Duration CDA Test Run Unit Special Needs A i Management ug g IA Active Special Needs Female 2005 Aug 25 367 Reservations ti i CDA Test Run Unit Special Heeds Active Special Needs Male 2005 4ug 25 367 Select Occupancy Room B4 al gt Eligibility Lists Cottage 1 Room 1 Bed A Active Regular Female 2005 Aug 25 367 gt Reports Cottage 1 Room 2 Bed 1 Active Regular Male 2005 Aug 25 367 Facility Notes Trial Unit 2 Green Room First i Active Regular Male 2006 Feb 01 206 gt Case Hotes Trial Unit 2 G R S i rial Un Green Room second 7 SET Bod Active Regular Male 2005 Aug 25 367 Case Forms Trial Unit 2 Lilac Room First Bed Active Regular Female 2006 Jul 13 45 Trial Unit 2 Lilac Room Second adi Active Regular Female 2005 Aug 25 367 Trial Unit 2 Red Room First Bed Active
168. tly Understand L Don t Understand L Questions Navigation Tree 125 Understand Mostly Understand L Don t Understand L Questions Main Information Area Understand Mostly Understand L Don t Understand L Questions Client Context Understand L Mostly Understand L Don t Understand L Questions Case Context Understand Mostly Understand L Don t Understand L Questions Searching for a Client Contact Member or Organization Basic Search Understand Mostly Understand L Don t Understand U Questions Advanced Search Understand Mostly Understand L Don t Understand L Questions Client and Case Management Create a new client Understand L Mostly Understand L Don t Understand L Questions Find an existing client 126 Understand Mostly Understand Questions Edit an existing Client Understand L Mostly Understand Questions Create a new contact Understand L Mostly Understand Questions Find an existing contact Understand Mostly Understand Questions Edit an existing contact Understand Mostly Understand Questions Find a member Understand Mostly Understand Questions Create a new organization Understand Mostly Understand Questions Find an existing organization Understand Mostly Understand Questions 127 Don t Understand Don t Understand Don t Un
169. tons will be grayed out and you won t be able to open the windows 3 1 3 DELETING AN ELIGIBILITY LIST If for any reason such as insufficient participants you wish to delete a List f you are authorized to do so Open the Eligibility list Management window Select the List you wish to delete Click on Delete The list will be deleted and will not show up on the display even when the All option is selected in the Status Filter 3 1 4 COMPLETING AN ELIGIBILITY LIST Completing a List means that you if you are authorized to do so are satisfied that the participation level is acceptable and you are closing the List to further participants and proceeding with the activity or program To complete a List Open the Eligibility list Management window Select the List you wish to complete 56 6 Click on Complete GB CARIS Build 0 57 Login Name Anm CYMH_ Login Time 9 19 2005 2 36 36 PM fa Search Adv Search Help Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Complete Eligibility List Waiting Lists Beds gt Internal Referrals Details gt Case Transfers Eligibility List Name Computer Literacy Y Eligibility Lists Start Date 2005 08 02 End Date 2005 08 03 Management Minimum Participants 5 Maximum Participants 20 Summary Reports Participants Facility Hotes Enroll Name
170. ts Case Status Filter All Facility Notes gt Alerts Case Type Case Status My Case Role Start Date Administration Pre Admit Case Manager 2005 08 23 PAE e Active Case Manager 2005 08 23 Consultative Services Pre Admit Case Manager 2005 08 25 Deaf Access Office Active Case Manager 2005 08 23 victory Hill Residential Program Referral Case Manager 2005 08 23 Page s 1 Other Client Cases El Affilicate Cases New Referral The client s Case List will display and you can then view the case details When you click View the case comes into context also 2 20 ADMITTING A CLIENT You can create a case for a client and continue to prepare the paperwork or investigate the client s suitability for a program wait until a clinician has time to see the client or just wait for the client to decide to work with you This is the Pre admit phase where you are both getting ready to make a commitment to proceed Once you Admit a client you are now in the active phase of a client case worker context with all the implications of that status To admit a client to a case Select the appropriate case from the client s case list and open it by clicking on View GB CARIS Build 0 54 Login Name Ann CYMH_ Login Time 8 4 2005 10 20 24 AM SS Search Adv Search Help f Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Members Affiliates Case P
171. ummary will display with the date and reason shown and no other options available The Case is closed EB CARIS Login Name Ann PSDHH Login Time 10 31 2005 11 59 51 AM michael Clients v Search Adv Search Help Michael Farrington 1022257 VHRP 74880 Closed Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Case Summary Waiting Lists gt Beds gt Eligibility Lists Case Type VHRP Referral Date Oct 31 2005 Case Status Closed Accept Reject Date Oct 31 2005 Reports a Case Id 74880 Admission Date Oct 31 2005 gt Organization Hotes Case Manager Villeneuve Ann Est Discharge Date Now 23 2005 gt Case Notes Referral Source Self Discharge Date Oct 31 2005 gt Alerts Referral Mode Walk in Case Close Date Oct 31 2005 gt Case Forms Phase Days o Bed Information Waitlist Information Referral Hote 2 19 FINDING AN EXISTING CASE Cases are always attached to a specific client To find a case you must know the client s name or be able to locate the client through the various search methods Section 1 8 Once the client is In Context Click on Cases 45 GB CARIS Build 0 57 Login Name training12PSDHH Login Time 8 26 2005 11 59 30 AM A Search Adv Search Help Michael Farrington Cases Details Relationships Address Book Close y CARIS Case List Waiting Lists Beds gt Eligibility Lists Repor
172. uration Occupancy gt Eligibility Lists Start Date Today Reports Bed1 Farrington Michael 2005 Aug 25 00 00 2005 Aug 26 00 00 2 Facility Hotes gt Case Hotes Alerts Page s 1 Case Forms Search Bed Availability The reservation will stay in this location until it is either assigned or deleted 4 2 6 ASSIGNING A BED From the Reservations window Click on Assign GB CARIS Build 0 56 Login Name training1 PSDHH Login Time 8 25 2005 3 03 35 PM fe Search Adv Search Michael Farrington Community Development Administration 8986 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Assign to Bed Waiting Lists Y Beds Administration Client Name Farrington Michael Management Name Bed 1 Reservations Start Date Time 2005 Aug 25 00 00 Duration 2 Occupancy End Date Time Aut gt Eligibility Lists 2005 4ug 26 00 00 Notes Reports Facility Hotes gt Case Hotes gt Alerts peee Click on Assign to Bed Assign to Bed The client will now show up on the Bed Summary page for that program as In Bed The notification on the Reservation page will disappear 116 GB CARIS Build 0 56 Login Name training1 PSDHH Login Time 8 25 2005 3 03 35 PM Search Adv Search Help f Michael Farrington Community Development Administration 8986 Active Cases Details
173. y CARIS Case Summary Waiting Lists gt Internal Referrals gt Case Transfers Case Type Cymh Outreach Referral Date Aug 04 2005 AS Case Status Pre Acdmit Accept Reject Date Aug 04 2005 gt Eligibility Lists Pars Case Id 1289 Admission Date Reports Case Manager One Ann_3 Est Discharge Date Facility Hotes Referral Source Self Discharge Date gt Case Hotes Referral Mode Walk in Case Close Date OE E Bed Information t Waitlist Information gt Tools and Utilities Open Case Notes Click on Client Based Consultation Fill in the appropriate fields NOTE Click on the Facilitator s and Affiliates to select them If you want more than one hold down the Shift key to select multiple names The Recipient is the person with whom you are consulting about your client 88 CARIS Build0 55 Login Name Anni2CYMH Login Time 8 22 2005 2 06 14 PM Search Adv Search Help Michael Farrington Cymh Outreach 1289 Pre Admit Summary Participants Case Plan Activities Close Cases Details Relationships Address Book Close Y CARIS Client Based Consultation Waiting Lists gt Internal Referrals gt Case Transfers Topic Measles gt Eligibility Lists Mode v DAOP Start Date 8 22 2005 End Date es2212005 Facility Hotes Duration v Consultation Type v v Case Hotes Facilitators Affiliates Attending General Alerts One Ann_3 Regina
174. y List Management Waiting Lists Beds Status Filter Internal Referrals List Hame Start Date End Date Min Max Status Hotes Case Transfers Computer Literacy 2005 08 02 2005 08 03 5 20 Active E ts lo List 2005 07 15 2005 07 22 2 8 Active ES ee Mental Aerobics 2005 09 07 2006 03 07 4 15 Active E Summary Reports Page s 1 Facility Hotes gt Case Hotes Add List Case Forms et Tools and Utilities The new program or activity has been added 55 3 1 2 EDITING AN ELIGIBILITY LIST To make changes to a List if you are authorized to do so Open the Eligibility list Management window Select the List you wish to edit Click on Edit Build 0 57 Login Name Ann CYMH Login Time 9 19 2005 2 36 36 PM Search Adu Search Help f Michael Farrington Cases Details Relationships Address Book Close Y CARIS Edit Eligibility List Waiting Lists gt Beds gt Internal Referrals List Name Computer Literacy AS gt Case Transfers Start Date je2005 o Fale End Date lerar2005 2tt Ely Y Eligibility Lists oe aa i E sf Minimum Participants 5 Maximum Participants 20 Management 5 Summary List Description Determination of computer literacy as a prelude to course offerings A Reports Facility Hotes Tools and Utilities You can now make changes to the List NOTE If you are NOT authorized to create edit delete or complete Eligibility lists The option but
175. y Lists Reports Event Id Date Direction Type Method Duration Hotes Facility Notes EX i I e o v Case Hotes Page s 1 General Alerts Attach File Add Event Client Based Consultation Client Correspondence Log Progress Notes Health Visit Referral Observation Session Notes Legal Code gt Case Forms Tools and Utilities Click Add Event B CARIS Bulls 055 Pe A SAO EM fa Search J Adv Search Heip fi Michael Farrington Cymh Outreach 1289 Pre Admit Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close Y CARIS Create Correspondence Log Waiting Lists gt Internal Referrals gt Case Transfers Date 8722 2005 gt Eligibility Lists Direction incoming O Outgoing gt Reports ms Type Informational v gt Facility Notes vi Guns Motes Method Phone v General Alerts Duration minutes 20 v Attach File Notes called to say Michael is sick and cant get to his appointment today Client Based Consultation Client Correspondence Log Progress Notes Health Visit Cancel Referral Observation Session Notes Legal Code Case Forms gt Tools and Utilities Fill in the fields and Click on Save The call will be saved in the correspondence log attached to that particular client case file 76 GB CARIS Build0 55 Login Name Ann CYMH Login Time 8 22 2005 1 54 00 PM Clients v Search
176. yed this case there are none because this is a new case and none have been set Click Create Goal Select a goal from the drop down list or select User Defined Goal and type in a goal in the text box B CARIS Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Create Goal Waiting Lists gt Beds gt Internal Referrals Goal User Defined Goal Case Transfers User Defined Title Help him find a Job Eligibility Lists Priority Priority 1 v Status POST Critical Date n3205 ae Start Date jan 3 2008 End Date gt Case Forms Note Michael needs a job right away to bay his rent Tools and Utilities Click Save and the Goal will be saved and will also become Active Note that until it is saved the Status is grayed out The Goal will now be displayed in the Case Plan Goals and Objectives window 49 GB CARIS Build 0 57 Login Name Ann CYMH Login Time 9 13 2005 3 12 44 PM Search Adv Search Help f Michael Farrington Cymh Outreach 1289 Active Cases Details Relationships Address Book Close Summary Participants Case Plan Activities Close y CARIS Goals and Objectives Waiting Lists gt Beds gt Internal Referrals GOAL Help him find a job gt Case Transfers Goal Details Delete Create Objective
177. your outreach trip 51 As you complete your second progress note a phone call comes in from a client who is upset and wants to be referred to counselling You provide the information to the Well Being Program and record the call 52 The Program Coordinator is out of the office and does not have access to a computer She requests the address of a client Look for the address and give it to the Program Coordinator 53 Now you are able to complete your third progress note You look up at the time and realize it is time for the family mediation You don t have time to complete the third progress note 54 You return from the family mediation and complete a session note recording all the important details 55 You look at the time once again and realize it is time for a client based consultation a case management conference call You are providing consultation to a school district in how to enhance accessibility for a Deaf child You record this client based consultation 56 You finally complete the third progress note in a rush You now have another telephone conference call with a northern police detachment who is interested in setting up a sensitivity training for their officers You complete a topic based consultation note 57 You review your three progress notes for some reason and you realize that the information you recorded in the third note has some errors in it You edit the note and place the correct information Understand

CARIS User Manual PSDHH - Province of British Columbia

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